Invite people to your organization or add them to a specific workspace — by org search, email invite, or shareable invite link.
People join Playlab through two paths. An org-level invitation adds someone to your organization itself — use it for co-admins, Learning Partners, and members you’ll assign to workspaces later. A workspace invitation places someone in a specific class or team. Pick the path that matches what you’re trying to do.
This path adds people to the organization itself, before placing them in any specific workspace. Use it for co-admins, Learning Partners, and members who’ll be assigned to workspaces later.
Walkthrough: inviting users to your organization.
Go to the org Members tab
From the org dashboard, click Members. You see current org members along with the Add Members and Create Invite Link buttons.
Click Add Members or Create Invite Link
Add Members sends direct email invitations. Create Invite Link generates a shareable link anyone can use to join.
Set the permission
Pick the role new members should have at the org level. Most start as Viewers; coaches or co-leads might be Owners.
Send or share
For Add Members, paste the email list and click Add Members. For Create Invite Link, copy the link and share it through email or your communication channel.
Pre-assign workspaces and groups. When you set up an organization invitation, you can choose the workspaces and groups each new member should join. They’re placed in those spaces automatically on their first sign-in — no separate workspace invite to send afterward.
Workspaces hold members and apps. There are three ways to add a member to one: search and add someone who is already in your organization, paste a list of emails to send invites, or share an invite link.
Walkthrough: the three ways to add members to a workspace.
Permissions matterRoles you assign on invitation control what members can do in the workspace. Choose carefully. You can change roles later right in the Members list — every member is shown together, and the role picker is inline on each row.
Invite link
Org search
Email invites
Playlab generates a link you can share through email, Slack, or a class document. Anyone who clicks the link joins the workspace at the permission level you set. Best for class rosters where you want students to self-serve.
The Create Invite Link dialog with the permission selector and Copy Link button.
Open the workspace and go to Members
The Members tab lists current members and shows the Add Members and Create Invite Link buttons.
Click Create Invite Link
A dialog opens with the permission selector and a Copy Link button.
Pick the permission for the link
Anyone who joins through the link gets this permission.
Click Create & Copy Link
The link is generated and copied to your clipboard.
Share the link
Send it through email, Slack, or paste it into a class document. Each person who clicks it joins the workspace.
You can revoke an invite link at any time from the Members tab. Revoking does not affect people who have already joined; it only stops new joiners from using the link.
Type a name to find people already in your org and add them directly. No email goes out. Best for adding co-teachers, instructional coaches, or any colleague who already has a Playlab account in your org.
The Add Members dialog with org search active.
Open the workspace and go to Members
Same Members tab as the other methods.
Click Add Members
A dialog opens with the org-search tab active by default.
Search by name or email
Start typing. Matching org members appear in the list. Select the people you want to add.
Pick the permission
Choose Participant for most people, or Facilitator for co-teachers and admin support.
Click Add
The selected members land in the workspace right away. They get an in-app notification — no email is sent.
Type or paste a list of emails, set the permission, and Playlab sends each one an invite. Best when you have a known list outside your org and want a record of who you invited.
The email-invite tab with a list of emails pasted in.
Open the workspace and go to Members
Same Members tab as the other methods.
Click Add Members
In the Add Members dialog, switch to the email-invite tab.
Add emails
Type or paste a list of emails. Playlab parses comma-separated and newline-separated lists.
Pick the permission
Choose Participant for most people, or Facilitator for co-teachers and admin support.
Click Send Invites
Each invitee gets an email. They click through, create or sign in to their account, and join the workspace.
A workspace has three roles you can assign:Owner. The workspace creator by default. Can do everything a Facilitator can, plus delete the workspace. Ownership can be transferred, and a workspace can have more than one Owner.Facilitator. Can manage participants and apps, view and export activity and insights, and review moderated content — everything an Owner can do except delete the workspace. Best for co-teachers and admin support.Participant. The default role for invited people. Can use the apps shared in the workspace and (depending on building permissions) may be able to build their own. See Workspace building permissions.For the full role-to-permission matrix, see Workspace roles and permissions. For org-level roles that span workspaces, see Org permissions and roles.
Choose the right scope. Invite at the org level when someone needs access that spans workspaces — co-admins, Learning Partners, or members you’ll assign to multiple classes later. Invite at the workspace level when someone only needs a specific class or team; it keeps activity and visibility scoped to that one workspace.Pick the workspace method that fits. Use org search for a colleague who already has an account in your org — it’s instant and skips the email round-trip. Use email invites for a class roster from a student information system. Use the invite link for after-school or club settings where attendance is fluid.Set the default permission low. It’s easier to upgrade a Participant to a Facilitator than to walk back excessive access. Set invite links to Participant; invite anyone who needs Facilitator access directly with that role.Revisit roles each term. Coaches who were active last year may not need access this year. Document who has Owner access to your org, and review it twice a year to catch stale assignments.
Use Create Invite Link. Set the permission to Member and share the link. People join as they sign up.
What if I add an email that doesn't have a Playlab account?
The invite still goes out. The recipient creates an account when they click the invite, then lands in the workspace.
Can I add the same person to multiple workspaces?
Yes. Each workspace tracks its own membership. The same person can be a Participant in one workspace and a Facilitator in another.
How do I remove a member?
Open the Members tab, find the person, and click Remove. They lose access immediately. Their conversation history stays in the workspace’s activity log.
What if I need to remove a lot of members at once?
From the Members tab, select multiple members with checkboxes and click Remove. Useful for end-of-semester cleanups.
Can I see how each member joined, or when they last signed in?
Yes. The Members tab shows how each person was added (org search, email invite, or invite link) and the last-active date next to each member.
What if I revoke a link by accident?
Generate a new one. The new link works the same way. People who joined through the old link keep their access.
Can members invite other members?
Only if their workspace permissions include “share apps outside the workspace” and your org allows it. By default, members cannot invite others. See Workspace building permissions.
How do roles cascade between org and workspace?
Org-level Owner status grants visibility into every workspace. A workspace role (Owner, Facilitator, or Participant) applies only inside that workspace. The two are independent — a workspace Owner is not automatically an organization Owner.
What happens to a member's apps if they leave?
The apps stay with their original owner. Removing a person from a workspace doesn’t transfer or delete what they built. Removing someone from the org removes them from all its workspaces; their apps and activity stay in place for the app’s owner or an organization Owner.
What if a user forgets their password?
For SSO orgs, users reset through their identity provider (Google, Microsoft, Clever). For email accounts, the sign-in screen has a Forgot Password link.
Can a user belong to multiple orgs at once?
Yes. A Playlab account can be invited into more than one organization. Each org controls what they see when they’re inside it.
Is there a maximum number of users per org?
Partner orgs have generous limits. Most schools and districts don’t hit them. If you do, your Learning Partner can request more.
