> ## Documentation Index
> Fetch the complete documentation index at: https://docs.apollospace.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Invite your team
> How to add members to your Apollo Space organization — roles, governance, and what happens to data when someone leaves.
## 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**.
## 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. |
See [Organizations](/en/concepts/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."
## 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).
## 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.
**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.
## 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 |
Useful for compliance: *"who granted Admin access to João, and when?"*
is answerable in seconds.
## Recommended patterns
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.
## Next steps
The role model in detail, plus multi-tenancy.
The next thing you'll probably want to connect.
How Apollo Space protects the data each member can access.