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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
Estimated time: 5 minutes per invite.

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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.

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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.

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Step 2: Choose an email address and initial role

Fill in the invitee’s email and choose one of the four roles: See Organizations for a detailed breakdown of each role.
Start restrictive. Invite new members as Member by default; promote to Admin only when the role warrants it. It’s much easier to expand privileges later than to ask someone to “give me back admin access.”

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Step 3: Send the invite

Click Send invite. Apollo Space will:
  1. Generate a unique link for the provided email address
  2. Send the email (using the standard Apollo Space template)
  3. Show the invite in the Pending list
Expected result: the invitee receives the email within seconds. You’ll see the row in the Pending tab with an “Awaiting acceptance” badge.
The invite link is single-use and expires in 7 days. If the invitee doesn’t accept within that window, you’ll need to reissue it (use the Resend button on the pending row — this generates a new link and invalidates the previous one).

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Step 4: The invitee accepts

The invitee clicks the link and:
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.

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Changing a role later

In Settings → Members, each row has a role dropdown. Select the new role and confirm.
Only Owners can promote Owners. Admins cannot change the Owner level. This restriction protects against a compromised Admin account taking full control of the org.

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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.

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What happens to content they created

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Pending invites

In Settings → Members → Pending, you can see all unaccepted invites. Available actions per row:

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Audit log

Every membership operation is recorded in the organization’s history: Useful for compliance: “who granted Admin access to João, and when?” is answerable in seconds.
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).
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.
Use Viewer for external stakeholders (lawyers, accountants, board members, outside consultants) who need visibility but should not operate or edit sensitive data.
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
This routine prevents privilege drift over time.

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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.