Invitations & Roles

Invitations are how you bring people into your workspace. Understanding how they work — and the different roles — is essential for effective collaboration.

How invitations work

When you invite someone to a workspace, Paxalia checks if they already have an account:

• Existing user — they are added to the workspace immediately. They receive a notification in the app.
• New user — they receive an email invitation with a link to sign up. Once they create an account, they are automatically added to the workspace.

Invitations have the following properties:

• Expiry — invitations expire after 7 days. After that, a new invite must be sent.
• Status — pending, accepted, or expired.
• Limit — Free users can have up to 3 pending invites per workspace. Pro users have unlimited pending invites.

Accepting an invitation

If you receive an invitation to join a workspace:

1. Open Paxalia.
2. You will see a notification in the Notification Center.
3. Tap the notification to accept or decline the invitation.
4. If you accept, you will be added to the workspace immediately.

You can also accept an invitation from the email link. The link will open Paxalia and automatically add you to the workspace.

Roles explained

Each workspace member has a role that defines what they can do:

Owner

Owners have full control over the workspace. They can:

• Invite, remove, ban, and unban members.
• Update member roles (promote to Owner or demote to Member).
• Edit workspace settings (name, icon, colour).
• Delete the workspace entirely.
• Access all content in the workspace.

Every workspace must have at least one Owner. The creator of the workspace is automatically the first Owner.

Member

Members are the standard role for collaborators. They can:

• Create, edit, and delete notes, goals, timings, summaries, events, and alarms.
• Post messages in the chat.
• View all content in the workspace.
• Start and stop the timer.
• Create and edit pages.

Members cannot manage other members or change workspace settings.

Changing roles

Only Owners can change roles. To change a member's role:

1. Open the workspace and tap 👥 Members.
2. Find the member you want to update.
3. Tap the ⋮ (more) menu.
4. Select Make Owner or Make Member.
5. Confirm the change.

Important: You cannot demote the last Owner. There must always be at least one Owner in the workspace.

Workspace permissions summary

Next steps

Once you understand roles, you can start collaborating effectively. Read about Chat to communicate with your team, or explore Public Sharing to share content with the world.