Team & Guest Management

Learn how to invite team members and guests to collaborate on your workspace.

Understanding the Difference

Pubblish offers two types of collaborators:

Team Members

Team members have access to your entire workspace, set by the access level you give them.

Access levels

There are three access levels, each one giving more than the last. For the idea behind them — what is editor work and what is administrator work — see Access levels: who can do what.

Owner

• Everything an administrator can do, plus adding and removing administrators
• Only one owner per workspace
• Cannot be removed (must transfer ownership first)

Administrator

• Runs the workspace: settings, team, billing, deleting content, royalties, and confidential files
• Can invite team members, and manage Editors (not the Owner or other Administrators)
• Cannot delete the workspace

Editor

• Can create and edit content — everything that is book work
• Full workflow participation
• Cannot delete content, see confidential business files, or open full person records
• Cannot manage team or settings

If a button or section described anywhere in these guides is missing when you look for it, your access level does not include it. Ask your workspace owner to change your access level if you need it.

Inviting Team Members

1. Go to Settings → Team tab
2. Enter the email address of the person you want to invite
3. Choose their Access level
4. Click Send Invite

The invitee will receive an email with a link to join your workspace. Invitations expire after 30 days.

Managing Team Members

From the Team tab, you can:

• Change access: Use the dropdown next to each member to change their access level
• Remove Member: Click the Remove button to revoke access

Important: Admins can only change or remove Editors. Only the Owner can change or remove an Administrator — if an Admin clicks Remove on another Admin’s row, Pubblish refuses with a message.

Team Limits

Your subscription plan determines how many team members you can have. Check the Team tab to see your current usage and limits.

Guests

Guests have limited access to specific titles only. This is perfect for:

• Authors reviewing their book’s progress
• Freelance editors working on specific titles
• Beta readers providing feedback
• External reviewers checking metadata

Guest Access

When inviting a guest, choose their access level:

View Only

Can see title details, editions, and metadata. Cannot make any changes.

View & Comment

Can view and leave comments for feedback. Perfect for beta readers and reviewers.

View, Comment & Complete Tasks

Full guest access. Can participate in workflow tasks like approvals.

Inviting Guests

1. Go to Settings → Guests tab
2. Pick one of your People from Invite one of your People, or type an address in Or Email Address (one or the other, not both)
3. Tick a checkbox for each title they should access
4. Choose their access level
5. Click Invite

Guest Features

• Magic Links: Guests can optionally access via a secure link without needing a password
• Title-Specific: Guests only see the titles you’ve granted access to

Managing Guests

From the Guests tab, you can:

• Cancel Pending Invitations: Remove invitations that haven’t been accepted
• Revoke Access: Remove a guest’s access to all titles

Guest Limits

Like team members, your subscription plan determines how many guests you can invite.

Security Considerations

• Review Access Regularly: Periodically check who has access to your workspace
• Use the Right Access Level: Don’t give more access than necessary
• Remove Departing Members: Promptly remove access when collaborators leave — guest access stays open until you revoke it

Troubleshooting

Invitation Not Received

1. Check the spam/junk folder
2. Verify the email address is correct
3. Ask the recipient to check if they already have a Pubblish account with a different email

Can’t Change Someone’s Access Level

• Admins cannot change other Admins or the Owner
• Only the Owner can promote someone to Admin
• Contact the Owner if you need access changes you can’t make

Reached Member/Guest Limit

Your subscription plan has limits on team members and guests. You can:

1. Remove inactive members/guests
2. Upgrade your plan for more seats