Owners and admins manage invitations in Team & settings. Choose an email and role, then copy the invitation link or use the configured notification mailbox’s email option. A link expires after seven days and is single-use. Inviting the same address again revokes earlier pending invitations. Hosted sign-in requires the invited, verified email address.
Choose the right role#
| Role | Capabilities |
|---|---|
| Owner | Overall workspace and membership control; cannot be removed or demoted. |
| Admin | Manage workspace setup and members, with restrictions on other admins. |
| Editor | Edit records, sheets, workbooks and workflows, upload files, and run/review helpers. |
| Viewer | Read, discuss, and explore; cannot change workspace records or structure. |
All roles can comment and mention members. Rules and public-form sharing have additional owner/admin controls. Only the owner changes another admin’s membership. Workspace-wide access does not provide per-record or per-field private sharing.
Discuss and assign#
- Open a record and add a comment. Reply to keep a discussion together; reply depth is one level.
- Mention current members to notify them. Replies also notify the original author.
- Assign a current member in a Person field to create an assignment notification. Unchanged assignments do not duplicate alerts.
- Open the notification inbox and mark items read. Email delivery depends on the configured sender and personal preferences.
Limits and synchronization#
Comments allow 5,000 characters and up to 25 mentions, with 500 comments per record. Workspace implementation limits are 100 members and 100 active invitations; published plan allowances may be lower. Authors may delete their own comments; owners/admins may moderate others. Deleted comments leave a placeholder for replies.
Presence and workspace changes synchronize by polling, not simultaneous text editing or live cursor coauthoring. Undo/redo applies only to your own latest action at the top of shared history; it does not skip a teammate’s action. Memberships, comments, invitations, and notifications are separate from record undo snapshots.