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 based on their assigned role.

Roles

There are four roles with increasing levels of access:

Owner

• Full access including billing and workspace deletion
• Can manage all team members and settings
• Only one owner per workspace
• Cannot be removed (must transfer ownership first)

Administrator

• Full content access plus team management
• Can invite and manage team members (except owner)
• Can access workspace settings
• Cannot access billing or delete the workspace

Editor

• Can create, edit, and delete content (titles, people, publishers)
• Full workflow participation
• Cannot manage team or settings

Viewer

• Read-only access to all content
• Can view but not modify anything
• Useful for stakeholders who need visibility

Inviting Team Members

1. Go to Settings → Team tab
2. Enter the email address of the person you want to invite
3. Select their role
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 Role: Use the dropdown next to each member to adjust their role
• Remove Member: Click the Remove button to revoke access

Important: Admins can only change Editor and Viewer roles. Only the Owner can modify Administrator roles.

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 Permissions

When inviting a guest, choose their permission 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. Enter the guest’s email address
3. Select which titles they should access (hold Ctrl/Cmd for multiple)
4. Choose their permission level
5. Click Invite

Guest Features

• Magic Links: Guests can optionally access via a secure link without needing a password
• Expiration: You can set when guest access expires
• 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 Appropriate Roles: Don’t give more access than necessary
• Remove Departing Members: Promptly remove access when collaborators leave
• Guest Expiration: Set expiration dates for temporary collaborators

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 Role

• Admins cannot change other Admins or the Owner
• Only the Owner can promote someone to Admin
• Contact the Owner if you need role 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