A team has two roles and two ways in. Roles decide who may manage the team; invites decide who joins. Everything here needs a signed-in account, since teams are keyed to your account and invites are matched by your verified email.
Admin and Member
The person who creates a team is its first Admin. Admins can:
- invite people by email,
- turn the shareable invite link on or off,
- change a member's role,
- edit the team name and organisation,
- remove a member or cancel an invite,
- delete the team.
Members can see the team and its member list, work in the shared library, and leave the team, but cannot manage membership.
On the team page, an Admin sees a role dropdown (Admin or Member) on each row, which changes the role straight away, and a small cross (shown when you hover the row) to remove them or withdraw their invite. Removing or withdrawing asks you to confirm. An invited person can be given the Admin role before they accept, but they can't manage anything until they have joined.
One rule shapes the whole team: the last remaining Admin cannot be demoted, removed, or leave. If you are the only Admin, your row has no role dropdown and Leave team is missing from the team's ⋯ menu. To step away, promote someone else to Admin first, or delete the team. Deleting a team removes all of its member rows; its documents go back to their owners (see Team Shared Documents).
Inviting by email
Open your team in the Explorer. At the foot of the member list (Admins only) is the invite field, "Add your team by email address, they will receive an invite."
Enter the person's email address and choose Invite. They join the list straight away, marked Invited, with their email address under their name, and the team's summary line counts them as invited.
They get an email letting them know, with a link to their Invites page. (If email isn't configured on the deployment, the invite still lands in their in-app Invites section, so tell them out of band as well.)
When that person signs in with the same email address, the invite appears in their Explorer Invites section, showing the team name, organisation, and member count. They don't need an account yet when you invite them: the invite waits until they sign up with that address. They then choose:
- Accept, which adds them to the team with the role they were given (Member, unless an Admin promoted them), or
- Decline, which removes the invite. An Admin can re-invite the same address later.
A pending invite grants no access until it is accepted. Admins can get an email when someone accepts or declines, controlled by Someone Responds to a Team Invite in their email notifications.
The shareable invite link
As an alternative, an Admin can turn on a shareable invite link. Anyone signed in who opens it can join the team as a Member.
Open the team page and press the link button beside the ⋯ menu at the top (Invite by link, Admins only).
Choose Turn on invite link, then Copy link and send it to whoever should join.
- It is off by default; an Admin turns it on deliberately.
- It expires after one week; the dialog shows how long it has left ("Expires in 6 days").
- An Admin can Turn off the link at any time from the same dialog. Turning it on again makes a new link, so the old one never works again: do that if a link has spread further than you meant.
Opening the link lands on a join page that shows what team you are joining. A signed-in visitor sees Join or Decline; a signed-out visitor is asked to Sign in to join or Create an account first, then returns to finish joining. A link that has been turned off or has expired says "This invite link isn't valid".
The invite link is a credential: anyone who has the URL can join while it is active. Turn it off once your team is assembled, and rely on per-email invites for tighter control.
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