> ## Documentation Index
> Fetch the complete documentation index at: https://learn.playlab.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Adding members and inviting users
> 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.
## Invite users to your organization
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.
From the org dashboard, click **Members**. You see current org members along with the **Add Members** and **Create Invite Link** buttons.
**Add Members** sends direct email invitations. **Create Invite Link** generates a shareable link anyone can use to join.
Pick the role new members should have at the org level. Most start as Viewers; coaches or co-leads might be Owners.
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.
For org-level role assignments, see [Org permissions and roles](/features/Org%20Permissions%20and%20Roles).
## Add members to a workspace
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.
**Permissions matter**
Roles 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.
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 Members tab lists current members and shows the **Add Members** and **Create Invite Link** buttons.
A dialog opens with the permission selector and a Copy Link button.
Anyone who joins through the link gets this permission.
The link is generated and copied to your clipboard.
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.
Same Members tab as the other methods.
A dialog opens with the org-search tab active by default.
Start typing. Matching org members appear in the list. Select the people you want to add.
Choose **Participant** for most people, or **Facilitator** for co-teachers and admin support.
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.
Same Members tab as the other methods.
In the Add Members dialog, switch to the email-invite tab.
Type or paste a list of emails. Playlab parses comma-separated and newline-separated lists.
Choose **Participant** for most people, or **Facilitator** for co-teachers and admin support.
Each invitee gets an email. They click through, create or sign in to their account, and join the workspace.
## Workspace roles
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](/getstarted/Workspace%20Building%20Permissions).
For the full role-to-permission matrix, see [Workspace roles and permissions](/features/Workspace%20Roles%20and%20Permissions). For org-level roles that span workspaces, see [Org permissions and roles](/features/Org%20Permissions%20and%20Roles).
## Choosing the right method
| Situation | Method |
| ------------------------------------ | ------------------------------------------- |
| Adding a co-lead to the org | Org-level invitation, role Owner |
| Adding a Learning Partner to the org | Org-level invitation, role Member or Viewer |
| Adding a class roster | Workspace invitation, email or invite link |
| Adding a co-teacher to a workspace | Workspace invitation, role Facilitator |
| Running an after-school club | Workspace invitation, invite link |
| Adding a guest observer | Workspace invitation, role Participant |
## Best practices
**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.
## Key points
* Two scopes: invite someone to the whole **organization**, or add them to a specific **workspace**
* Each scope supports direct email invites and shareable invite links
* Roles set on invitation control what people can do; change them anytime
## FAQ
Use **Create Invite Link**. Set the permission to Member and share the link. People join as they sign up.
The invite still goes out. The recipient creates an account when they click the invite, then lands in the workspace.
Yes. Each workspace tracks its own membership. The same person can be a Participant in one workspace and a Facilitator in another.
Open the Members tab, find the person, and click Remove. They lose access immediately. Their conversation history stays in the workspace's activity log.
From the Members tab, select multiple members with checkboxes and click Remove. Useful for end-of-semester cleanups.
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.
Generate a new one. The new link works the same way. People who joined through the old link keep their access.
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](/getstarted/Workspace%20Building%20Permissions).
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.
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.
For SSO orgs, users reset through their identity provider (Google, Microsoft, Clever). For email accounts, the sign-in screen has a Forgot Password link.
Yes. A Playlab account can be invited into more than one organization. Each org controls what they see when they're inside it.
Partner orgs have generous limits. Most schools and districts don't hit them. If you do, your Learning Partner can request more.
***
Last updated: 06-26-2026
Contact us at [support@playlab.ai](mailto:support@playlab.ai)