Members, roles, and teams

Manage who’s in your workspace from Settings > Members. The page has two tabs: Members, for people, invites, and join requests, and Roles, for the permission sets that govern what each person can do.

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Roles and permissions

Every member holds one of three built-in roles. A role decides what a member can do everywhere in the workspace, not per feature. Two rules worth quoting:

• Only an Owner can change a member’s role. Admins can invite and remove members, but not change roles.
• A workspace always keeps at least one Owner. The last Owner cannot be demoted or removed.

The roles you can assign from the member list are Admin and Member. The Owner role is set when the workspace is created and cannot currently be assigned to another member in the app.

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Invite people by email

Inviting requires an Owner or Admin role and a workspace with an active plan or trial. Invitations expire after 7 days. An expired invite no longer works and no longer counts as a seat; resend it to issue a fresh one.

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Resend or revoke a pending invite

Pending invites appear in the member list with a Pending badge. From the row menu:

• Resend invite sends a fresh email with a new link and restarts the 7-day expiry. The link in the earlier email stops working.
• Revoke invite cancels it immediately. The emailed link stops working and the reserved seat is released.

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Share an invite link

Instead of addressing each person, you can create a link that anyone can use to join. How invite links behave:

• Anyone who opens the link signs in or creates a GainTrace account, verifies their email, and joins with the link’s role.
• A link expires 30 days after it is created.
• Each role has one active link at a time. Creating a new link for the same role replaces the previous one, and the old URL stops working. This is also how you retire a link early.
• A link can grant Member or Admin, never Owner.
• When a member is removed from the workspace, every invite link and pending email invite they created is revoked automatically.

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Change a member’s role

Only an Owner can do this. The change applies immediately and is recorded in the audit trail. If the member is the only Owner, the change is blocked.

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Set who a member reports to

Only an Owner can set who a member reports to, using the Reports to column of the member list. Automations that escalate to a member’s manager, such as SLA-breach notifications, follow this chain. A member cannot report to themselves, and GainTrace rejects any assignment that would create a reporting loop.

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Remove a member

Owners and Admins can remove any member except an Owner or themselves. When a member is removed:

• Companies they owned become unassigned, so you can reassign them to another member.
• Every pending email invite and invite link they created is revoked.
• On Pro, the billable seat is released.
• The removal and its side effects are recorded in the audit trail.

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Create a custom role

Custom roles let you define an exact permission set instead of using the built-in grants. A custom role’s permission list replaces the base role’s grants entirely; it is not additive, so anything you leave unchecked is denied. Creating and assigning custom roles requires an Owner or Admin role. An Admin cannot create a role that grants owner-only permissions such as billing or role changes.

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How people find and join your workspace

Beyond direct invites, GainTrace has a joining model built around your company’s email domain. When someone signs in, the workspace chooser shows the workspaces they already belong to, invitations waiting for their email address, and, where a workspace has opted in, workspaces at their email domain they can join or request to join. Every workspace has a joining policy: Rules that apply across policies:

• New workspaces start as invite only.
• Joining a workspace always requires a verified email address.
• Consumer email domains like gmail.com never grant domain-based access, no matter the policy. People on those domains join by invite.
• Anyone who joins by domain or by approved request joins as a Member.
• If an open workspace is at its seat limit, clicking Join files a join request instead. The request appears in the Requests to join section of Settings > Members.
• Workspaces with a Request to join or Open to your domain policy get a public team page showing the workspace name, logo, member count, and a join button. It never lists individual members. Invite-only and private workspaces have no public page.

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Approve or deny join requests

When someone requests to join, a Requests to join section appears above the member list in Settings > Members. Anyone who can open the page sees pending requests; only Owners and Admins can approve or deny them. Each request shows the person’s name, email, and an optional message.

• Approve adds them as a Member immediately. Approval checks your seat limit first; if the workspace is at its cap, the approval is blocked until you free a seat or upgrade.
• Deny declines the request. The person can request again later.

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Seats and plan limits

Seats are how members are counted against your plan. On Pro, billing is per seat: every member and every live pending invite counts, and the count syncs to your subscription as it changes. Scale is a flat plan with unlimited seats. See Billing and plans for pricing and limits. A workspace whose billing is locked, for example after a trial ends without a subscription, cannot send invites until a plan is active.

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Good to know

• Everyone in the workspace can see the member list. Invite, remove, and role controls only appear for the roles that hold them.
• Owners and Admins see a Recent activity feed of member and invite events below the member list. The complete record, with export, lives in Governance > Audit.
• People who join an existing workspace skip workspace setup. A banner asks for their function, like CS Leader or RevOps, to personalize their experience. It never blocks the dashboard, and it disappears for good once they pick a role; dismissing it without answering hides it only for the current session.
• Settings > Teams previews grouping members into named teams for routing, scoped access, and team-level reporting. Creating teams is not available yet; the Reports to field on the Members tab is how reporting lines work today.
• Every invite, role change, removal, and join decision is written to the audit trail with who did it and when.

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FAQ

Can a workspace have a second Owner, or transfer ownership? Not from the app today. The member list assigns Admin and Member only. Contact support to transfer ownership. Do pending invites use a seat? On a paid Pro plan, yes: a seat is reserved and billed when the invite is sent. Invites that expire after 7 days or are revoked stop counting, and unused time is credited. Why can’t my teammate see our workspace when they sign up? Workspaces are invite only by default, so nothing appears at their domain. Send them an email invite or an invite link. Teammates on consumer email domains like gmail.com can only ever join by invite. What happens to a removed member’s Companies? They become unassigned. Reassign them to another member from the Companies list. An invite link leaked. What do I do? Create a new link for the same role; the old URL stops working immediately. Links also expire on their own after 30 days.

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