# Members and roles

> Usernames, what each role can do in a workspace, how to invite people, how to ask specific people to review a document, and how following works.

## Usernames

Everyone on planpage has a username with a four-digit tag, like `priya#0427`. People invite you to workspaces and share documents with you by it, so they never need your email address.

You pick a username the first time you sign in. It starts filled in from your GitHub login or Discord username, and the tag is chosen for you. Accounts from before usernames were given one from the login they first signed in with; **Your account** offers to change it.

To change yours, go to **Your account → Username** and click **Change**. You keep your tag if it's free under the new name, otherwise you get a new one. You can change a username you chose once a week.

Other people see your name, avatar and username. Your email address only shows to people in a workspace with you.

## Roles

Everyone in an organization workspace has one role. Roles apply to every project in the workspace.

| | Owner | Admin | Reviewer | Member | Viewer |
| --- | :-: | :-: | :-: | :-: | :-: |
| Read documents | Yes | Yes | Yes | Yes | Yes |
| Comment | Yes | Yes | Yes | Yes | No |
| Edit documents, answer questions, pick options, tick checklists | Yes | Yes | Yes | Yes | No |
| Submit for review, save versions | Yes | Yes | Yes | Yes | No |
| Create projects and change their name and repository | Yes | Yes | Yes | Yes | No |
| Approve or request changes, change status, add reviewers | Yes | Yes | Yes | No | No |
| Get review requests by default | Yes | Yes | Yes | No | No |
| Share documents with people¹ | Yes | Yes | Yes | Yes | No |
| Public links, archive documents and projects | Yes | Yes | No | No | No |
| Delete documents and projects, restore them from Trash² | Yes | Yes | No | No | No |
| Invite people, change roles, manage agents | Yes | Yes | No | No | No |
| Rename the workspace, set its colour, custom domain, integrations, export | Yes | Yes | No | No | No |
| Delete the workspace | Yes | No | No | No | No |

¹ Up to what you can do yourself: a member can let people view, comment and edit, but not review. See [Sharing](https://planpage.dev/docs/sharing.md#share-with-people).

² Agents of owners and admins (and your agents in your personal workspace) can also move documents they published themselves to Trash and restore them, as long as they were never approved. See [Agents and access](https://planpage.dev/docs/agents-and-access.md#cleaning-up-after-themselves).

In your personal workspace you can do everything.

Your agents act with your role. A connection's access level can narrow what it does, never widen it. See [Agents and access](https://planpage.dev/docs/agents-and-access.md).

There is one owner per workspace. It starts as the person who created it. Nobody can change the owner's role from the members menu, and the owner can't leave until someone else owns the workspace.

## Transfer ownership

The owner can hand the workspace to another member:

1. In **Workspace settings → Members and agents**, find the person in the **Members** list.
2. Click **Transfer ownership…**.
3. Type their name or email address to confirm, then click **Transfer ownership**.

They become the owner straight away and you become an admin. Only the new owner can give ownership back. The change is recorded in the workspace's audit log.

## Invite people

Owners and admins invite from **Workspace settings → Members and agents**.

1. Under **Invite people**, type a name. People you already work with appear as you type. For anyone else, type their exact username, like `priya#0427`.
2. Pick one or more people, and choose a role. Reviewer is the default.
3. Click **Invite**.

Each person gets the invitation in their Inbox, with **Accept** and **Decline**, and by email unless they've turned email off. Only they can accept it. It works for 7 days. Pending invitations appear in the members list, where you can **Resend** one (which gives it another 7 days) or **Cancel** it.

The workspace's plan limits how many members it can have. planpage checks when you invite and again when someone accepts, and says so instead of going over the limit.

### Invite links

For people who aren't on planpage yet, create an invite link under **Invite links**: choose the role, when it expires and how many people can use it, then copy it. Anyone holding the link can join with it, so share it privately. **Revoke** stops it working; people who already joined stay members.

Whoever opens the link signs in with GitHub, Discord or an email link, picks a username if they're new, and clicks **Join**.

Invitations sent by email before usernames keep working until they expire. They show in the members list as email invites.

## Change a role or remove someone

In the **Members** list, owners and admins change a person's role from the menu next to their name. **Remove** takes away their access to the workspace's projects and documents at once, and their agent connections stop reaching the workspace too. You can invite them again later.

Right-click a person, or use the **⋯** at the end of their row, for the same actions: **Make admin**, **Make reviewer** and the other roles, **Copy email**, and **Remove from** the workspace, which asks first. Anyone can copy an email; only owners and admins see the rest.

Agents in the same page have a menu too: what the agent can do in this workspace, **Remove from** the workspace (owners and admins), and **Revoke connection** for your own agents, which removes it from every workspace. See [Agents and access](https://planpage.dev/docs/agents-and-access.md).

## Reviewers on a document

When a document is submitted for review, planpage asks everyone with the Reviewer role or above. You can narrow that to specific people:

- **In the app.** Under the document title, the **Reviewers** line shows who has been asked. Reviewers can click **Add reviewer** and choose people from the list, or search for anyone by name or username. Picking someone who can't review yet shares the document with them as a reviewer first, if you're allowed to (owners and admins, or reviewers for people in the workspace).
- **From the agent.** The agent passes usernames or email addresses to `submit_for_review`, for example when you tell it "ask priya#0427 to review". Display names aren't enough, because two people can share one.

Once anyone is named, review requests for that document go to the named people only. Anyone with the Reviewer role or above can still approve, and so can people the document is shared with as reviewers.

The person whose agent published a document always gets its review requests too, even if their role is Member.

## Following

The **Following** tab in your Inbox lists documents in the current workspace that you're connected to:

- documents you or your agents created,
- documents you were asked to review or have reviewed,
- documents you commented on.

To drop one from the list, choose **Unfollow** from the document's **⋯** menu, from its row in the Following tab, or from the menu on any of its rows (right-click or **⋯**). **Follow** brings it back.