Members & access

Access has two halves, and each lives where it belongs:

• Who is in the organization, and in what role, is decided at your Vibeforce account, because the organization is shared by every Vibeforce product.
• Who is in each workspace, and with what access, is decided in Openbook, in that workspace's Settings → Community, because workspaces are Openbook's.

Openbook's own Members & access page is gone. It used to hold a link to the account, an organization-wide workspace access form and the Chat access card. The link is now the Members & access button on the organization's Home; workspace access is set per workspace, below; and chat access is described at the bottom of this page.

Membership is decided at the Vibeforce account

Who is in the organization, what role each person holds, who owns it and who has an invitation pending are all decided at the Vibeforce account. Openbook reads that list; it does not keep one.

Open your organization in Openbook and press Members & access at the top of its Home. That opens the organization's page at the account service, in a new tab, where you:

• add a member by email address,
• choose or change their role (owner, admin, member or viewer),
• remove a member,
• re-send an invitation that was missed,
• transfer ownership.

Roles are explained in Roles and permissions.

Workspace access is decided in the workspace

Being in the organization makes a person able to see its workspaces that are visible to everyone. Being a member of a workspace is what gives them a role inside it. Both are set from the workspace:

• When you create a workspace, the dialog's Members section has Add everyone in <organization> to this workspace. Untick it to pick people instead; you are added as the owner either way.
• Afterwards, open the workspace's Settings → Community:
  • Add Member — an email address and an access level: Full access (create and edit, manage members), Read only (view, can't edit) or Guest (one room only).
  • Bulk Invite — a CSV file with the columns Email (required), Role (admin, member or viewer) and Name (optional).
  • Add everyone from the organization — adds every registered member of the organization who is not in the workspace yet. People already in it are skipped.

Invitations to someone who has not registered yet wait under Pending Members until they do, and you can change their access there before they arrive.

A workspace set to Certain people is seen only by its members. A workspace visible to Everyone is seen by everyone in the organization, subject to each room's own visibility. See Workspace settings for the rest of the page.

An organization owner or admin is treated as an administrator of every workspace in that organization, without being added to each one.

The free-plan seat cap

On the Free plan an organization may have 10 members whose role is not viewer. Adding an eleventh is refused with an upgrade prompt naming the limit.

Viewers and guests never count, on any plan, so you can keep adding them. Members already over the cap — after a trial ends, for example — keep their access; the cap only blocks adding more. See Seats, viewers & guests.

Chat access

An organization records who may use Openbook's chat rooms:

• Everyone — anyone in the organization may use a chat room. The default.
• Selected members — only the people picked. The organization owner and platform admins always have access.

It is chosen once, on the Create Your Organization form, where it defaults to everyone. The card that changed it afterwards went with Openbook's Members & access page, so there is no page to change it on today; the setting an organization already has keeps being enforced.

This setting does not govern organization chat — the bubble in the corner. That conversation lives at the Vibeforce account service, and membership of the organization is what grants access to it. To take somebody out of it, remove them from the organization at the account service.

Common tasks

• Onboard a new teammate: add them at the Vibeforce account as a member, then add them to the workspaces they will work in — or rely on a workspace visible to everyone.
• Give a client visibility: add them at the account as a viewer, then add them to the one workspace as Read only. For narrower access still — a single room rather than a whole workspace — add them as a Guest from that workspace's Settings → Community.
• Offboard someone: remove them from the organization at the Vibeforce account. That ends their access everywhere, including here.
• Hand over the organization: transfer ownership at the account service — see Transferring ownership.