Members & Roles
Control who has access to your organization and what they can do. Your Office AI uses a simple three-role system at both the organization and workspace level, plus a flexible model for sharing individual resources.
Roles overview
Members are assigned a role at the organization level, and again per workspace they belong to. Both use the same three roles, so the same person can be an admin in one place and a member in another.
Admin
- Full configuration access
- Invite, change roles, and remove members
- Manage integrations and settings
- Configure AI, budgets, and features
- Review the activity audit log
Editor
- Create and edit shared content
- Share their own content with others
- Use chat, AI, and knowledge
- Build agents, skills, and workflows
- Limited settings access
Member
- Use chat, AI, and calls
- Browse and search knowledge
- Run workflows shared with them
- Manage their own content
- Update their own profile
Inviting members
Admins can invite new people to an organization by email. Invitees receive a link that lands on a token page to accept and join.
- Open Settings → Organizations → Members
You will see a list of all current members and any pending invitations.
- Click Invite
Choose to invite new people to the organization.
- Enter emails and choose a role
Type one or more email addresses and select the role new members should join with: admin, editor, or member.
- Send the invitations
Each person receives an email with a join link. When they accept on the landing page, they join your organization with the role you chose.
Changing member roles
- Go to Settings → Organizations → Members
Open the members list for the organization.
- Find the member
Locate the member whose role you want to change.
- Open their options menu
Use the menu on the member's row.
- Select a new role
Choose admin, editor, or member. The change takes effect immediately — the user does not need to sign out or rejoin.
Only admins can invite new members, change member roles, or remove members.
Sharing resources
Beyond roles, Your Office AI controls access to individual resources — agents, skills, prompts, canvases, chats, research reports, and knowledge folders — through a four-level sharing model. Each level can grant either view or edit access.
| Level | Who can access | Typical use |
|---|---|---|
| Private | Only you, the owner | Drafts and personal resources |
| Specific people & Workers | Named members and agents you choose | Targeted collaboration; feeding an agent |
| Workspaces | Everyone in a chosen workspace | Team-wide agents, prompts, and knowledge |
| Organisation | Everyone in the organization | Company-wide resources |
Your agents are first-class sharing principals — the sharing dialog calls this level "Workers." You can share a skill or knowledge folder with an agent so it can use that resource on your behalf. (British spelling "Organisation" is used in the sharing dialog.)
Permissions reference
The table below summarizes what each role can do across major areas. Access to individual resources is further governed by the sharing model above.
| Capability | Admin | Editor | Member |
|---|---|---|---|
| Chat & calls — use | ✓ | ✓ | ✓ |
| AI assistant — use | ✓ | ✓ | ✓ |
| Knowledge — browse & search | ✓ | ✓ | ✓ |
| Agents & workflows — create | ✓ | ✓ | Own only |
| Members — invite | ✓ | — | — |
| Members — change roles & remove | ✓ | — | — |
| Settings — organization config | ✓ | Limited | Personal prefs only |
| Integrations — connect / disconnect | ✓ | Limited | — |
| Budgets & rate limits — set | ✓ | — | — |
| Audit log — review | ✓ | — | — |
Removing members
- Go to Settings → Organizations → Members
Open the members list.
- Open options for the member
Locate the member and open their row menu.
- Remove from organization
Confirm the removal. The member immediately loses access to all workspaces and content in this organization.
Removing a member does not delete the messages and content they posted. Those remain visible to other members, preserving your team's conversation history and audit trail.
User profiles
Every member has a profile. To update yours, open Settings → Account → Profile.
- Display name — the name shown next to your messages.
- Avatar — upload a square image used across the app.
- Custom instructions — standing guidance the AI applies to your conversations.
- Notifications — control alerts and quiet hours so the app respects your schedule.
Multi-organization membership
A single Your Office AI account can belong to any number of organizations simultaneously, each an isolated tenant with its own role and settings. Use the organization switcher to move between them instantly — the app requests a fresh tenant token for the organization you select.