Workspaces, members and roles

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.

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#

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 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.

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.”

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.”

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.

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.

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#

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#

Switch to the workspace, then open Settings → People.
Choose Add from organisation for someone already in your organisation, or Invite by email for someone new.
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.”

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 and Study with a notebook.

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.

Plans and billing — who pays, and what Billing unlocks.
Settings — the organisation’s settings an owner or admin changes.
Workspaces and files — what a workspace holds, archiving and deleting.
Data, privacy and deletion — what happens to work when someone leaves or an account is deleted.
Sign in — invitations, passwords and email verification.