Users

Invite team members, assign roles, manage permissions, and control access to your account.

Overview

The Team page is where you manage who has access to your account. Access it from the main navigation.

Three tabs are available:

• Users — view and manage active, invited, and suspended members
• Billing — view invoices and manage your payment method (owner and superadmin only)
• Plan — upgrade, downgrade, or change your subscription (owner and superadmin only)

The number of team members you can have depends on your plan. The free plan includes one user (the account owner). Paid plans include more users, and additional users can be added up to the plan limit.

Roles

Each team member has a role that determines what they can see and do. Seven roles are available:

Every account has exactly one owner. The owner role cannot be changed or reassigned to another member. Role-based permission customisation is available on the Business plan.

Inviting Members

To invite someone to your account, go to the Team page and click the invite button. Enter their email address and choose a role.

• Only owners, superadmins, and admins can send invitations
• Only owners and superadmins can assign the admin or superadmin role
• You must have an available user slot to invite — if your account is full, upgrade your plan or remove an existing member first
• If you invite someone who already has a pending invitation, the invitation is resent with a fresh link

On the free plan, invitations are not available because the plan includes only one user.

Accepting Invitations

The invitee receives an email with a link to join your account.

• If they already have a Workcanon account, they sign in and the invitation is accepted automatically
• If they are new to Workcanon, they are prompted to create an account with their email pre-filled
• Once accepted, the member appears in the active users list on the Team page

If the account reaches its user limit before the invitation is accepted, the member is placed in a suspended state and the account owner is notified by email.

Role Permissions

Each role has a default set of permissions that control access to features across the application.

Owner and superadmin always have full access to everything, regardless of any custom overrides.

On the Business plan, you can customise the default permissions for each role to match how your team works. See the Settings documentation for details on managing your team.

Managing Members

From the Team page, you can change a member's role using the dropdown next to their name, or remove them from the account entirely.

• The owner's role cannot be changed
• Only owners and superadmins can assign the admin or superadmin role
• You cannot promote someone to owner
• Removing a member frees up a user slot, which may automatically reactivate a suspended member

Pending invitations can also be cancelled from the Team page. Cancelling an invitation removes the member and frees the slot.

User Limits

Each plan includes a set number of users. The free plan includes one user (the owner). Paid plans include more users, and additional users can be added up to the plan limit.

When the number of active members exceeds the user limit — for example, after a plan downgrade — members are automatically suspended by priority until the account is within its limit.

Owners and superadmins are never suspended. Among other roles, members are suspended starting with the lowest-priority role first.

Suspension & Reactivation

If your account goes over its user limit, members are automatically suspended starting with the lowest-priority roles.

• Suspended members cannot access the account, but their data is preserved
• They can still sign in to switch to other accounts they belong to, or create a new account
• When a slot becomes available (a member is removed or the plan is upgraded), the longest-suspended member is automatically reactivated first

All suspension and reactivation events are logged for audit purposes. Suspended members appear in a dedicated section on the Team page so you always know who is affected.

Email Notifications

The system sends four types of team-related emails:

• Invitation — sent to the invitee with a link to join your account
• Suspension notice — sent when a member is suspended due to user limits
• Reactivation notice — sent when a suspended member's access is restored
• Account full alert — sent to the account owner when someone tries to accept an invitation but no user slots are available