Inviting new users

Inviting new users

ONLYOFFICE Apps admins can create users within the workspace itself (selecting the role), as well as invite users to rooms for collaboration and assign permission levels to them.

note

In the Contacts section, only internal users (members) can be created. Guests are not created here: a person gets the guest status at the moment you invite them to one of your rooms as an external user. The Guests tab of the Contacts section then lists all the guests you have invited to your rooms.

When inviting users to the workspace, the available actions differ depending on the user role:

Section\Role	Owner	Full admin	Room admin	User	Guest
Files	✔	✔	✔	✔	✖
Creating, uploading, moving, copying, renaming, downloading, deleting files and folders	✔	✔	✔	✔	✖
Rooms	✔	✔	✔	✔	✔
Viewing all rooms	✔	✔	✖	✖	✖
Viewing own rooms	✔	✔	✔	✖	✖
Viewing rooms the user is invited to	✔	✔	✔	✔	✔
Creating and editing rooms	✔	✔	✔	✖	✖
Pinning rooms to top	✔	✔	✔	✔	✔
Viewing room info (members, history, details)	✔	✔	✔	✔	✔
Inviting external users (guests) to a room	✔	✔	✔	✔	✔
Inviting internal users to a room	✔	✔	✔	✔	✖
Assigning permission levels of own room members	✔	✔	✔	✔	✔
Changing permission levels of own room members	✔	✔	✔	✔	✖
Removing users from own room	✔	✔	✔	✖	✖
Archiving own rooms	✔	✔	✔	✖	✖
Creating a copy of own room	✔	✔	✔	✖	✖
Creating a copy of someone else's room	✔	✔	✖	✖	✖
Editing someone else's rooms: inviting users, assigning and changing permission levels of the room members, removing users from the room	✖	✖	✖	✖	✖
Viewing links of someone else's public room	✖	✖	✖	✖	✖
Changing the owner of someone else's room	✔	✔	✖	✖	✖
Archiving someone else's room	✔	✔	✖	✖	✖
Archive	✔	✔	✔	✔	✔
Viewing all archived rooms	✔	✔	✖	✖	✖
Viewing own archived rooms	✔	✔	✔	✖	✖
Viewing archived rooms the user is invited to	✔	✔	✔	✔	✔
Editing archived rooms	✖	✖	✖	✖	✖
Pinning archived rooms to top	✖	✖	✖	✖	✖
Viewing archived room info (members, history, details)	✔	✔	✔	✔	✔
Inviting users to an archived room, assigning and changing permission levels of members	✖	✖	✖	✖	✖
Restoring, copying, or removing someone else's archived rooms	✔	✔	✖	✖	✖
Restoring, copying, or removing own archived rooms	✔	✔	✔	✖	✖
Trash	✔	✔	✔	✔	✔
AI agents	✔	✔	✔	✔	✖
Configuring the AI settings of the workspace	✔	✔	✖	✖	✖
Creating and managing AI agents	✔	✔	✔	✖	✖
Viewing AI agent results and shared chats	✔	✔	✔	✔	✖
Contacts	✔	✔	✔	✖	✖
Inviting "Full admin"	✔	✖	✖	✖	✖
Inviting "Room admin"	✔	✔	✖	✖	✖
Inviting "User"	✔	✔	✔	✖	✖
Inviting "Guest"	✔	✔	✔	✖	✖
Promoting to "Full admin"	✔	✖	✖	✖	✖
Promoting to "Room admin"	✔	✔	✖	✖	✖
Promoting to "User"	✔	✔	✔	✖	✖
Demoting "Full admin" to "Room admin" or "User"	✔	✖	✖	✖	✖
Demoting "Room admin" to "User"	✔	✔	✖	✖	✖
Demoting "User" to "Guest"	✔	✔	✖	✖	✖
Disabling "Full admin"	✔	✖	✖	✖	✖
Disabling "Room admin"	✔	✔	✖	✖	✖
Disabling "User"	✔	✔	✖	✖	✖
Disabling "Guest"	✔	✔	✖	✖	✖
Editing or removing users	✔	✔	✖	✖	✖
Viewing own guest list	✔	✔	✔	✖	✖
Viewing someone else's guest list	✔	✔	✖	✖	✖
Groups	✔	✔	✔	✖	✖
Creating and editing groups	✔	✔	✖	✖	✖
Viewing groups	✔	✔	✔	✖	✖
File management settings	✔	✔	✔	✔	✔
Workspace settings	✔	✔	✖	✖	✖
Removing the workspace	✔	✖	✖	✖	✖
All other settings	✔	✔	✖	✖	✖

To add users within the workspace,

1. Go to the Contacts section by clicking the icon next to your name in the lower left corner and selecting the Contacts option. Use the Members tab on the left.

2. Click the Invite button above the list of users.

3. In the drop-down list, select the role you want to assign to the invited user: Full admin, Room admin or User. Each option is accompanied by a short description of what the role allows in the workspace.

   

4. The Invite panel for the selected role opens. Invite users via the link:

   1. Turn on the Invite via link toggle to create a universal link for self-authorization in the workspace. Use the icon to copy the link to the clipboard. You can send the copied link in any convenient way. The date until which the link remains valid is displayed below it.

   2. To restrict the link, click the gear icon next to Invite via link and adjust the Link settings:

      • Turn on the User limit toggle and specify the Max. number of users who can join via this link (up to 1000). Once the limit is reached, registration via the link becomes unavailable. The counter below shows how many users have already joined.
      • In the Limit by time period section, set the date and time until which the link remains valid.

      Click Save & copy to apply the settings and copy the link, or Cancel to return without saving.

      note

      By default, the link is valid for 7 days. To change the user type of an already created link, select another role and copy the link again.

      

5. Alternatively, use the Add manually section to invite new members personally via email:

   1. Change the Invitation language if necessary.
   2. Enter a valid email address in the Invite members by email field and press Enter. In the same way, add several email addresses if necessary.
   3. When ready, click the Send invitation button. Invitations will be sent to the specified email addresses with the role you selected. Click Cancel to close the panel without sending.

When a user receives the invitation, they should follow the link, specify their email (if they were invited using Invite via link option), first and last name, and set a password (the password CANNOT be less than 8 and more than 30 characters long). It is also possible to change the language using the combo box in the upper right corner.

After that the user can:

• access the workspace,
• view the Rooms and Archive sections (they are empty if the user was not invited to a room),
• edit their own profile.

Once the user is invited to a room, they can participate in collaboration. Admins can manage the existing users in the workspace.

Creating groups

To create a group,

1. Go to the Contacts section by clicking the icon next to your name in the lower left corner and selecting the Contacts option. Use the Groups tab on the left.

2. Click the Plus icon next to the Groups caption. The Add group panel opens on the right.

3. Enter the group Name.

4. Assign the Head of group by clicking the Select button and selecting one of the existing users, then click Add.

5. Add group Members by clicking the Add members button and selecting the existing users, then click Add.

6. Click the Create button, or the Cancel button to close the panel without creating the group.