Add, remove and manage users

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Add new users to your workspace

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Invite via email

You can invite new users to your workspace from the Users settings page.

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Current Professional plans

1. Navigate to ⚙️ Settings → Users.
2. Enter the email address of one or more users.
3. Select Invite users.

Once invited, the user will receive an email invitation to join your workspace.

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Legacy Professional, Business, and Enterprise workspaces

User invitation permissions depend on your role:

• Admins can invite users at any role level.
• Non-admin users can only invite others at a role equal to or lower than their own.
  • For example, if you are a Contributor, you can invite users as either Contributors or Viewers.

To invite a user:

1. Navigate to ⚙️ Settings → Users.
2. Enter the email address of one or more users.
3. Select Invite users.

For these workspaces, you will also need to assign a role to the user before sending the invite.

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Managing and restricting who invites users

Workspace admins on Business and Enterprise plans with user roles can manage and restrict who invites new users via ⚙️ Settings → Security settings. Who can invite new users: This allows you to restrict users from inviting other users. Select between “Admins only” or “Anyone”. Who can invite users as contributors or managers: This allows you to restrict users from distributing paid seats. Select between “Admins only” or “Anyone”.

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Manage pending invites

Pending invitations appear at the top of the Users page, where you can:

• Resend an invitation
• Revoke an invitation

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Managing automatic account creation

Workspace admins can enable automatic account creation, allowing users with an approved email domain to join a workspace when they create a Dovetail account. Automatic account creation is enabled by default. For example, if your organization has approved the domain @acme.com, anyone who signs up for Dovetail using an @acme.com email address will automatically be added to the workspace as a Viewer.

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Set up automatic account creation

1. If you haven’t already, add an approved email domain under ⚙️Settings → Authentication → Automatic account creation
2. Enable or disable Automatic account creation by toggling the setting on or off.

Once enabled, any user who creates a Dovetail account with an approved email domain will automatically be granted access to the workspace as a Viewer.

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User management

Only admins will be able to manage:

• Users roles
• Deleting or deactivating users
• Granting or revoking admin status

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Remove users from your workspace

Workspace admins have two options available if they need to remove a user from the workspace:

• Deactivate user → If a user is deactivated, they will no longer have access to the workspace, but their account will still exist in case you wish to reactivate them later. Additionally, deactivated users will continue to appear as authors on their contributions.
• Delete user → If a user is deleted, their account will be completely removed and cannot be added back. Their contributions will remain in the workspace, but they will be removed as authors.

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User roles

In Free and Professional workspaces, all users count toward a paid seat. In Enterprise, Business, and legacy Professional workspaces, three roles can be assigned to users: Viewer, Contributor, and Manager. To update a user role, navigate to ⚙️ Settings → Users → Locate the user and click their role drop-down, and select the new role. Each user role has a different set of permissions.

1. Available on Enterprise

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Grant admin access to users

Any user can be granted admin access in addition to their workspace role. Admin access can only be granted to a user by another admin. Admin access will allow a user to manage billing, deactivate and remove users, manage workspace branding, manage authentication settings, and delete the workspace.

• To do this, hover next to the user name, click •••, and select Grant admin access.