How do I add and remove people from my workspace?
Invite them by email or with a link, let them join themselves from an email domain you list, and when someone leaves deactivate them — which ends their access and frees the seat while keeping their name on the plans they drew.
From the course: When the team changes · 1:30
Teams change. Someone joins for the season, someone moves on, and the person who set up last year’s gala is not here any more. Three things make that manageable: invites, joining by email domain, and deactivating rather than deleting.
Adding one person
- Open
Teamin the top bar, or Settings → Team. - Enter their email and we send the invitation, or leave it blank to get a link you can paste anywhere. A link works once and lasts fourteen days.
- Choose
MemberorAdmin. Members edit everything; admins also manage people, venues and billing.
Roles gate administration, never visibility. Everyone in the workspace sees the same events, diagrams and venues — it is one shared filing cabinet, which is what makes handing work over painless.
Letting a team join itself
If the same team keeps gaining and losing people, stop inviting them one at a time. In Settings → Workspace, under Who can join, list the email domains your organisation uses. Anyone with a confirmed address at one of them can join without an invitation.
| Rule | Why |
|---|---|
| The address must be verified | Otherwise the feature is just typing the domain you want into a signup form |
| Public email providers are refused | Gmail, Outlook, iCloud and the rest are not a team — allowing one would open the workspace to anyone |
| Joining is always the person's own act | Nobody is placed inside your workspace as a side effect of signing up |
| Someone you deactivated cannot rejoin this way | Revoking access has to mean it |
When someone leaves
You can remove them, which deletes the membership. Usually you want Deactivate instead:
| Deactivate | Remove | |
|---|---|---|
| Access | Ends immediately | Ends immediately |
| Their seat | Freed | Freed |
| Their name on the plans they drew | Kept | Kept |
| The row on your Team page | Kept, marked off | Gone |
| Turning them back on later | One click, same person | A fresh invitation |
Deactivating is the better default because attribution in EventDiagram is a lens, not a permission: a diagram says who drew it so that a year from now, when someone asks who built that room set, the answer is still on the plan. Nothing that person made is deleted, moved or hidden when their access ends.
A workspace always keeps at least one active owner, so the last owner cannot deactivate or remove themselves — make someone else an owner first.
Seats and plans
Deactivated people hold no seat, so a team that turns over every season is not paying for the ones who left. People who only need to look never take a seat at all: share links let a client, a caterer or a crew chief view, comment on and approve a plan without an account, on every plan.
Once there is more than one of you in a diagram at once, two people on one floor plan covers what each of you sees and what happens when you both save.
Related
Updated September 23, 2026 · 26 articles in the knowledge base