Managing Collaborators

Inkwren supports team collaboration through workspace membership. This guide covers how to invite team members, manage roles, and work together effectively.

Understanding Workspaces

A workspace is a shared environment where team members collaborate on content. Each workspace has its own:

• Stories, publications, and other content
• Authors, publishers, and reference data
• Member list with role-based permissions
• Settings and preferences

Users can be members of multiple workspaces (e.g., a virtual assistant managing several author clients).

Accessing Member Management

1. Click your workspace name in the sidebar
2. Click Manage Workspace
3. Select the Members tab

You'll see:

• Current workspace members and their roles
• Pending invitations
• Options to invite new members (admins only)

Workspace Roles

Inkwren uses two workspace roles:

Role	Permissions
Admin	Full access to workspace settings and content. Can manage members, send invitations, and configure workspace features.
Editor	Can create and edit content (stories, publications, etc.) and access workspace settings, but cannot invite, remove, or change the roles of members.

Role Comparison

Action	Admin	Editor
Create/edit stories	Yes	Yes
Create/edit publications	Yes	Yes
Manage authors and publishers	Yes	Yes
View other members	Yes	Yes
Invite new members	Yes	No
Remove members	Yes	No
Change member roles	Yes	No
Access workspace settings	Yes	Yes
Configure features	Yes	Yes

Inviting Team Members

Only workspace admins can invite new members.

Sending an Invitation

The invite form is always visible to admins at the top of the Members tab:

1. Go to Manage Workspace > Members
2. Enter the person's email address in the invite form
3. Select their role (Admin or Editor)
4. Click Send Invitation

The recipient will receive an email with a link to join your workspace.

What Happens Next

If the recipient has an Inkwren account:

• They click the invitation link
• They log in (if not already)
• They're added to your workspace

If the recipient doesn't have an account:

• They click the invitation link
• They create a new Inkwren account
• They're automatically added to your workspace

Invitation Expiration

Invitations expire after 7 days. If an invitation expires:

1. Go to Manage Workspace > Members
2. Find the expired invitation
3. Click Resend to send a new invitation

Managing Invitations

Viewing Invitation Status

In the Members tab, you can filter invitations by status:

• Pending: Sent but not yet accepted
• Accepted: Successfully joined
• Expired: Time limit passed
• Revoked: Cancelled by an admin

Resending Invitations

If someone didn't receive or lost their invitation:

1. Find the invitation in the list
2. Click Resend
3. A new invitation email is sent

Revoking Invitations

To cancel a pending invitation:

1. Find the invitation in the list
2. Click Revoke
3. The invitation link becomes invalid

Managing Existing Members

Changing a Member's Role

1. Go to Manage Workspace > Members
2. Find the member in the list
3. Click the role dropdown next to their name
4. Select the new role (Admin or Editor)
5. The change takes effect immediately

Removing a Member

1. Go to Manage Workspace > Members
2. Find the member to remove
3. Click the Remove button
4. Confirm the removal

warning

Removed members immediately lose access to all workspace content. This action cannot be undone—you'll need to send a new invitation if you want them back.

Collaboration Workflows

Publisher Teams

For small press teams managing publications:

Team Member	Suggested Role	Responsibilities
Publisher/Owner	Admin	Workspace settings, member management, final approvals
Editors	Editor	Managing submissions, editing pipeline, content updates
Assistants	Editor	Data entry, author communications, tracking

Virtual Assistants

For VAs managing multiple author clients:

• Create separate workspaces for each client
• The author can be Admin of their own workspace
• The VA can be Editor (content work) or Admin (full management)

Co-Authors

For collaborative writing projects:

• Both authors as Admins if equal partners
• Or one Admin, one Editor based on project leadership

Best Practices

Role Assignment

• Start with Editor: Give new team members Editor access initially
• Promote to Admin: Once they need to manage members or invitations
• Limit Admins: Keep Admin count small for clearer accountability

Onboarding New Members

1. Send the invitation with a personal note explaining the workspace
2. Share any team conventions (naming, tagging, workflows)
3. Point them to relevant documentation
4. Have them start with low-risk tasks to learn the system

Security

• Review member list periodically
• Remove members who no longer need access
• Revoke pending invitations for people who've declined or changed roles
• Don't share invitation links publicly—send directly to individuals

Troubleshooting

Invitation Not Received

• Check spam/junk folder
• Verify the email address was entered correctly
• Resend the invitation
• Try a different email address

Can't Accept Invitation

• Make sure to log in with the email address the invitation was sent to
• Check if the invitation has expired
• Contact the workspace admin to resend

Can't Manage Members

• Only Admins can invite, remove, or change the roles of members
• Ask a workspace Admin to upgrade your role if needed

Can't Invite Members

• Only Admins can send invitations
• Check with your workspace Admin

Tips

Check who's in your workspace: The Members tab shows all current members with their roles.

Track invitation history: Use the status filters to see all pending, accepted, and expired invitations.

Communicate outside Inkwren: For real-time coordination, consider pairing Inkwren with a communication tool like Slack, Discord, or email.