Inviting and managing team members
Inviting and managing team members
Bring your colleagues into iClear, give them the right level of access with roles, and adjust those roles as your team changes.
Inviting members
You invite people to your organisation by email. Once invited, they can sign in and join your workspace to start collaborating on submissions, issues and reviews.
When inviting someone, you assign them a role that controls what they can see and do.
Roles
Access is set in two layers — an organisation role and a workspace role.
Organisation roles
Role | What it's for |
|---|---|
Organisation Admin | Manages the whole organisation, including billing, integrations and members. |
Organisation Member | A standard account holder; their workspace role determines what they can do. |
Workspace roles (assigned to an org member, per workspace)
Role | What it's for |
|---|---|
Workspace Admin | Full control of a workspace — settings, members, integrations, sidekicks, tags and folders. |
Workspace Member | Works with submissions, issues, review and sharing — but can't configure sidekicks, integrations, members or tags/folders. |
Submitter | Can submit assets and see only their own submissions in that workspace. |
The same org member can have a different workspace role in each workspace they belong to.
Adding members to your organisation
Only Organisation Admins can add members at the organisation level.
Click Settings, then Members — or click your organisation name in the top left, then Members.
Click Add member.
Enter the member's email address.
Select their role: Organisation Admin or Member.
Click Add.
An invitation is sent to their email. Once they accept, they appear in your organisation members list.
Managing workspace members
Workspace Admins and Organisation Admins can add members to a workspace.
Adding members already in your organisation
Click Members in the left sidebar.
Click Add members.
Select one or more members from your organisation.
Choose their workspace role: Workspace Admin, Member, or Submitter.
Click Add.
Inviting new users directly to a workspace
If someone is not yet part of your organisation, you can invite them straight to a workspace.
Click Members in the left sidebar.
Click Invite new user.
Enter their email address.
Choose their workspace role.
Click Invite.
They will receive an invitation email. When they accept, they are automatically added to your organisation and the workspace.
Editing and removing members
To change a member's role, hover over their name and click the role dropdown. To remove a member from a workspace, click the remove icon next to their name.
Changing roles and permissions
As responsibilities shift, you can change a member's role at any time. Role changes take effect immediately — for example, promoting a Submitter to Workspace Member gives them full collaboration access straight away.
Sharing results without adding a member
You don't always need to add someone as a team member to share results with them. Use magic links to share with external stakeholders, clients, or anyone who doesn't need ongoing workspace access.
After running a compliance check, go to the results page.
Click Share.
Select Share results via magic link.
Copy the link and share it however you like.
Anyone with the link can view the full compliance results and add comments without needing a team membership. The link is time-limited for security.
Who can manage members
Org Admins can manage members across the organisation, including billing and organisation-wide settings.
Workspace Admins can manage members and settings within their workspace.
Workspace Members and Submitters can collaborate on or submit work, but can't invite people or change roles.
Tip: Give people the lowest role that still lets them do their job. You can always promote them later if they need more access.