What you’ll accomplish
By the end of this guide, you’ll be able to:- Add colleagues to your Apollo Space organization (Member, Admin, Viewer)
- Change their role later as responsibilities evolve
- Remove someone who left the team without losing history
- Audit who invited whom and when
Who can send invites
Only Owners and Admins of the organization. Members and Viewers don’t see this option in the menu — this is protection against accidental privilege escalation.Step 1: Open the invite dialog
Settings → Members → Invite.If you don’t see the Invite button, your role is Member or Viewer.
Ask your org’s Owner / Admin to promote your role or send the invite on
your behalf.
Step 2: Choose an email address and initial role
Fill in the invitee’s email and choose one of the four roles:| Role | Summary |
|---|---|
| Owner | Full access. Including deleting the org. |
| Admin | Full day-to-day access. Cannot promote Owners. |
| Member | Operates. Cannot touch settings or billing. |
| Viewer | Read-only. |
Step 3: Send the invite
Click Send invite. Apollo Space will:- Generate a unique link for the provided email address
- Send the email (using the standard Apollo Space template)
- Show the invite in the Pending list
Step 4: The invitee accepts
The invitee clicks the link and:| Situation | What happens |
|---|---|
| Already has an Apollo Space account | Logs into their existing account and joins your org directly |
| Does not have an Apollo Space account | The link lets them create an account already linked to your org |
The intra-org invite is the official path for bringing someone into
Apollo Space. Because the platform is currently in invite-only access,
there is no public sign-up — the link you send as an owner/admin is what
allows the person to create an Apollo Space account.
Changing a role later
In Settings → Members, each row has a role dropdown. Select the new role and confirm.Removing a member
In Settings → Members, click the Remove button next to the member’s name. Confirm the dialog and the member loses access immediately.What happens to content they created
| Data type | What happens |
|---|---|
| Leads, activities, conversations | Remain — they only change owner if you reassign them. History is preserved. |
| Personal notes in their personal Brain | Become inaccessible to the org. If you need the content, retrieve it before removing the member. |
| Personal integrations (personal Notion via Composio, etc.) | Access revoked, encrypted token deleted. |
| Audit log of their actions | Preserved. “João created a lead on this date” remains on the timeline. |
Pending invites
In Settings → Members → Pending, you can see all unaccepted invites. Available actions per row:| Action | What it does |
|---|---|
| Resend | Generates a new link, invalidates the previous one |
| Cancel | Revokes without accepting |
| Change initial role | Reissues with a new assigned role |
Audit log
Every membership operation is recorded in the organization’s history:| Event | What it includes |
|---|---|
invite_sent | Who sent the invite, to which email, with which role |
invite_accepted | Who accepted, when |
invite_revoked | Who cancelled it, when |
role_changed | From which role to which, by whom |
member_removed | Who was removed, by whom |
Recommended patterns
Start restrictive
Start restrictive
Invite new members as Member. Promote to Admin only when the
role justifies it (they’ll be managing org settings, integrations,
billing, or inviting other members).
Owner is a rare role
Owner is a rare role
Aim for 1–2 Owners per org (founders / top leadership).
Owner is the role that manages the plan, deletes the org, and controls
billing. Not everyone needs it.If you only have 1 Owner, consider designating a backup — if the
Owner loses access or leaves the company, recovering the org without
another Owner requires escalating to Apollo Space support.
Viewer for auditors
Viewer for auditors
Use Viewer for external stakeholders (lawyers, accountants, board
members, outside consultants) who need visibility but should not
operate or edit sensitive data.
Periodic review
Periodic review
Every 3–6 months, review your member list and roles:
- Remove anyone who has left the company
- Adjust roles that accumulated too much privilege
- Confirm that existing Owners still warrant that level
Next steps
Organizations
The role model in detail, plus multi-tenancy.
Set up WhatsApp
The next thing you’ll probably want to connect.
Trust — Security
How Apollo Space protects the data each member can access.