---
title: Workspaces, members and roles
description: Work with other people in Ysra — create an organisation, invite people, give roles, share a workspace with its members, and remove someone or leave.
new_in: "3.0"
---

Ysra has two ways to work with other people, and they fit together:

- An **organisation** is a group of accounts that share one balance and
  plan, and the organisation's settings and keys. Use one when several
  people should pay from the same credits.
- A **shared workspace** is a workspace with **members**: they see and use
  its files, Experts and plugins. Use one when a team should work from the
  same material. Workspace members appear when they are available on your
  account.

This page is for owners and admins who set these up, and for anyone who has
been invited. For who pays, see
[Plans and billing](billing.md#who-pays-in-an-organisation).

## What is shared and what is yours

Being in the same organisation shares money and settings, not work. Your
conversations and Code threads stay your own. What's in a shared workspace
is visible to its members; **My files** is your personal workspace and is
never shared.

| Shared by the organisation | Shared with a workspace's members | Always your own |
|---|---|---|
| Balance and plan | The workspace's files | Ask conversations |
| Settings and rules | Its Experts | Code threads |
| Its own keys for connected services | Its plugins and shared sources | **My files** |

A person is in one organisation at most. Manage people under
**Settings → People** in the web and desktop apps. On the phone,
**Settings → People** shows how many people there are, to those who can
manage the organisation.

## Organisation roles { #roles }

| Role | What it means in the app |
|---|---|
| **Owner** | “Everything, including billing, roles and handing the organisation over.” |
| **Admin** | “Invites and removes members and changes the organisation’s settings.” |
| **Member** | “Uses Ysra and sees the balance and what used it.” |
| **Billing** (a switch beside the role) | “Pays for the organisation and sees invoices, whatever the role.” Only an owner gives it; an owner always has it. |

In the list of people, the line under each name shows the role and the
switch, for example “Owner” or “Admin · Billing”. Every organisation has at
least one owner. Someone on their own can do everything in their own
account.

## Who can do what

| | Owner | Admin | Member | Billing switch |
|---|---|---|---|---|
| Use Ysra; see the balance and what used it | Yes | Yes | Yes | Yes |
| Pay: plan, credits, payment methods, automatic top-ups, invoices | Yes | Only with Billing | Only with Billing | Yes |
| Change the organisation’s settings and its own keys | Yes | Yes | No | — |
| Rename the organisation | Yes | Yes | No | — |
| See who is invited and hasn’t joined yet | Yes | Yes | No | — |
| Invite people | Any role, with or without Billing | As **Member** only, without Billing | No | — |
| Change someone’s role | Anyone’s | No | No | — |
| Give or take away Billing | Yes | No | No | — |
| Remove someone | Anyone | Members only | No | — |
| Leave the organisation | Yes, unless the last owner | Yes | Yes | — |

The Billing switch adds paying to whatever the role allows; it gives nothing
else. Everyone can read the organisation’s [Settings](settings.md) and its
keys (**Settings → Integrations**); for someone who may not change
them, the controls are turned off with “Only an owner or an admin of this
organisation can change that.”

Each control is shown only to the people allowed to use it. A request beyond
the role is refused in a sentence:

| Refused request | Message |
|---|---|
| An admin gives a role or Billing | “Only an owner can give the owner or admin role, or billing.” |
| An admin changes an owner or admin | “Only an owner can change an owner or an admin.” |

## Creating an organisation

On your own, **People** shows **Work with others**. Creating an organisation
turns your account into it: your balance, plan, settings and rules become the
organisation’s. Nothing is copied and nothing is left behind; your
conversations, threads and files stay yours.

<div class="steps" markdown>

### Choose Create an organisation

Your email address must be confirmed first; if it isn’t, the page says
“Confirm your email address first, then you can create an organisation.”

### Name it

Type the **Organisation name**, 2 to 80 characters.

### Create

Choose **Create**. You are its owner: “Acme was created. You are its owner.”

</div>

## Inviting people

| Rule | Value |
|---|---|
| Who can invite | Owners (any role, with or without Billing) and admins (as Member only) |
| An invitation lasts | 7 days |
| People in one organisation | 500 at most |
| An address that could never sign in | Refused: “That email address can’t be used. Check it and try again.” |

<div class="steps" markdown>

### Enter the email

Choose **Invite people** and type the person’s **Email**.

### Choose the role

An owner picks the **Role** and can tick **Billing**. An admin sees “They
join as Member.”

### Send

Choose **Send invitation**.

</div>

| The person | What happens next |
|---|---|
| Has no Ysra account | “Invitation sent to … They set a password from the email.” |
| Already has an account | “Invitation sent to … They accept it when they sign in.” |
| The email couldn’t be sent | The invite link is shown with **Copy**, to pass on yourself; it works for 7 days. |

### Invitations still waiting

Owners and admins see an **Invited** list under the people.

| Invitation to | Shown as | Actions |
|---|---|---|
| Someone new who hasn’t set a password | “Invited as Member · expires 16 Oct” | **Resend** (a fresh 7-day link), **Remove** (the link stops working) |
| Someone who already has an account | “Member · expires 16 Oct” | **Revoke** |

## Accepting an invitation

**Someone new** opens the link in the email (“Welcome, …”, “Set a password to
join Acme.”), enters a **Password** of 8 to 128 characters twice, and chooses
**Set password & continue**.

**Someone who already has an account** sees the invitation when signed in,
once their email address is confirmed: in the web app as a strip at the top
of the Settings pages (“You’ve been invited to join Acme as Member.”, or “…as
Member, with billing.”) with **Accept** and **Decline**, and a dot on the
account button; in the desktop app, in the sidebar. The email’s link opens
**Settings → People**, where the strip is. **Accept** confirms “You joined
Acme.”

| Situation | Message |
|---|---|
| The link has run out | “The invite for … expired on …”, “Ask your admin for a new link.” |
| The link was used or withdrawn | “This invite is invalid or has already been used.” |
| Already in an organisation | “Leave your organisation first to accept this.” Only **Decline** is offered. |

What you had on your own (balance, settings and rules) stays yours,
untouched, while you’re in the organisation, and is yours again if you leave.
Someone who joins with no workspace gets one called **My workspace**; see
[Workspaces and files](index.md).

## Changing a role or Billing

An owner changes anyone else’s role from the menu on their row and switches
**Billing** with the box beside it. Nobody changes their own role from the
page. A role changed by someone else shows after about a minute, or on the
next action.

An organisation always keeps an owner: making the last owner something else
is refused with “An organisation needs an owner. Make someone else an owner
first.” To hand an organisation over, make another person an owner first,
then leave or ask them to change your role.

## Removing someone or leaving

| Action | Who | Confirmation | Result |
|---|---|---|---|
| **Remove** | Owners (anyone), admins (members) | “Remove … from the organisation? They keep their own conversations, threads and files. They lose this organisation’s balance and settings.” → **Remove from organisation** or **Keep** | The person is on their own again with what was always theirs |
| **Leave organisation** | Everyone except the last owner | “You keep your own conversations, threads and files, and go back to an account of your own.” | You go back to your own account |
| The last owner tries to leave | — | “Make someone else an owner before you leave.” | Refused |

## Share a workspace with members { #workspace-members }

When members are available on your account, a workspace can have its own
members, each with a role in that workspace. You'll see a members section in
**Settings → People** and the role on each person. Switch workspaces from the switcher at the top of the panel: it lists
**My files** (yours alone), your **Workspaces**, and **Shared** workspaces
other people added you to.

| Workspace role | What it means in the app |
|---|---|
| **Owner** | “Everything, including archiving, deleting and handing the workspace to someone else.” |
| **Admin** | “Manages members, plugins, shared sources and everyone's files and Experts.” |
| **Member** | “Uploads files, makes Experts and works with what the workspace shares.” |
| **Viewer** | “Reads the workspace's files and uses its Experts; changes nothing.” |

### Add members

1. Switch to the workspace, then open **Settings → People**.
2. Choose **Add from organisation** for someone already in your
   organisation, or **Invite by email** for someone new.
3. Pick their **Workspace role**, then **Send invitation**.

Before you add anyone, the page shows what they will see, for example
“Members will see 12 files, 3 Experts and 2 plugins.”

### Share a plugin or a notebook

A plugin you added is yours until you turn on **Share with this workspace**
in **Settings → Plugins**. A Learn notebook is shared the same way, from the
notebook. See [Plugins](../integrations/plugins.md) and
[Study with a notebook](../learn/notebooks.md).

### Remove a member, leave, or hand over

| Action | Who |
|---|---|
| **Remove from workspace** | The workspace's owner and admins |
| **Leave workspace** | Any member except the owner |
| **Hand over the workspace** | The owner, to another member |

Someone removed from a workspace loses access to its files, Experts,
plugins and notebooks at once.

## Related

- [Plans and billing](billing.md#who-pays-in-an-organisation) — who pays, and what Billing unlocks.
- [Settings](settings.md) — the organisation’s settings an owner or admin changes.
- [Workspaces and files](index.md) — what a workspace holds, archiving and deleting.
- [Data, privacy and deletion](../security/data-and-deletion.md) — what happens to work when someone leaves or an account is deleted.
- [Sign in](sign-in.md) — invitations, passwords and email verification.