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Short answer: Go to Settings → Organization → Team, click Invite user, choose the role, select workspace access, (optionally) set API permissions, and send. To manage existing users, click their name to change role, workspace access, API permissions, or remove them.

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Before you start

  • You must be Owner or Admin to manage users at the Organization level.
  • Plans: User management exists on all plans. The number of collaborators depends on your plan. The Free plan includes one user. Paid plans unlock more users.
New to roles? See: Understanding roles and permissions in ShortPen

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How to invite a new user

  1. Open Settings → Organization → Team.
  2. Click Invite user.
  3. Enter the Email address of the person you’re inviting.
  4. Pick the Organization role (User or Admin). You can change this later.
  5. Under Workspace access: Toggle Access to all workspaces or tick only the specific workspaces this person needs.
  6. Under APIs (optional) choose if this user can use your Organization’s API with Read and/or Write permissions. (API access is available on paid plans.)
  7. Click Invite. The user gets an email and appears in your Team list once they accept.

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How to manage an existing user

From Settings → Organization → Team, click the user’s row to edit:
  • Change role (User ↔ Admin; Owner cannot be changed to someone else here).
  • Workspace access (grant or revoke access to specific workspaces, or toggle “all workspaces”).
  • API permissions (enable/disable Read or Write for that user).
  • Remove from Organization when they no longer need access. (Their removal does not delete your links or data.)
Tip: Give Admin only to trusted teammates who need to manage settings. Most collaborators can be User with access to just their workspace.

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FAQ

A person can belong to multiple organizations if invited, and their role can differ in each.
The Owner can manage billing. Admins can manage most settings but cannot remove the Owner.