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Use this guide to invite a new colleague, give them the right role, control which Projects they can open, and remove access safely.

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How access works

Cromo uses two access boundaries: A person needs both Workspace membership and Project membership to open a Project. Their Workspace role determines what they can do after they enter it.
Inviting a new person adds them to the Workspace and to one initial Project. Add them to any other Projects separately.

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Before you begin

You need the Admin or Owner role. The Workspace must contain at least one Project because every invitation includes an initial Project. Choose the role before sending the invitation:
  • Viewer for people who need to ask questions and read shared content.
  • Member for everyday contributors who add Sources, review Knowledge, work with Data, and build automations.
  • Admin for people who also manage members, settings, and connectors.
  • Owner is not available in the invitation form. Ownership is reserved for existing Workspace owners.
See Roles and permissions for the complete capability matrix.

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Invite someone to the Workspace

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1. Open Workspace settings

  1. In the lower-left corner of the sidebar, select your name.
  2. Confirm that the correct Workspace has a checkmark.
  3. Select Workspace settings.
  4. In the settings sidebar, select Members.
Cromo account menu with Cromo Docs Demo selected and Workspace settings visible

The account menu shows the active Workspace and the Workspace settings entry.

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2. Review current members

The Members page shows each person’s name, email, and Workspace role. It also shows pending invitations below the active members.
Cromo Workspace Members settings showing an Owner and a Member

Workspace members and their roles are managed from Workspace settings.

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3. Send the invitation

  1. Select Invite to workspace.
  2. Enter the colleague’s email address.
  3. Choose Viewer, Member, or Admin.
  4. Choose the first Project they should access.
  5. Select Invite.
Invite to workspace dialog with email, role, and Project fields

Every Workspace invitation includes a role and an initial Project.

The invitation appears as Pending until the recipient accepts it. To withdraw it before acceptance, select Cancel on the pending invitation.
Start with the lowest role that supports the person’s work. You can change Viewer, Member, and Admin roles later without sending a new invitation.

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Add an existing Workspace member to another Project

  1. Open the Project.
  2. Select Settings in the Project sidebar.
  3. Select Members under Project.
  4. Select Invite member.
  5. Choose a Workspace member from the list.
The person can open the Project immediately. Their role badge reflects their Workspace role; Project membership does not create a second role.
Cromo Project Members settings with two current members and their Workspace roles

Project settings shows who can open the Project and each person's Workspace role.

If the person does not appear in the list, invite them to the Workspace first.

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Change a Workspace role

  1. Open Workspace settings → Members.
  2. Select the role next to the member.
  3. Choose Viewer, Member, or Admin.
The new permissions apply across every Project the person belongs to. Changing a role does not add the person to other Projects.

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Example

Maya joins the Customer Operations Project to monitor escalations:
  1. Invite Maya as Viewer and choose Customer Operations.
  2. After Maya starts maintaining Sources, change her role to Member.
  3. If Maya later needs access to Sales Enablement, add her from that Project’s Members page.
No second Workspace invitation is needed.

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Remove access

Choose the scope that matches your intent: Cromo asks for confirmation before removing an active member. The last Workspace Owner cannot be removed.
Before removing someone who owns recurring work, reassign their responsibilities and review any Skills, Workflows, connectors, or approvals that depend on them.

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Troubleshooting

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I cannot see member controls

Only Admins and Owners can manage Workspace and Project membership. Ask a Workspace Admin or Owner to make the change.

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The colleague is in the Workspace but cannot open a Project

Add them from Project settings → Members. Workspace membership alone does not grant access to every Project.

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The colleague has access but cannot edit

Check their Workspace role. A Viewer can read Project content and use chat but cannot change shared operational assets.

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The invitation cannot be sent

Confirm that:
  • the email address is valid;
  • an initial Project is selected;
  • the Workspace has an available member seat;
  • no invitation for the same person is already pending.

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Access review checklist

  • Every active member still needs Workspace access.
  • Each member belongs only to the Projects required for their work.
  • Viewers do not need edit permissions.
  • Admins are responsible for access or configuration.
  • At least one active Owner remains.
  • Ownership of recurring work is reassigned before removal.