SSpecLatch
ContentsInvite a teammate and choose a role

Invite a teammate and choose a role

Invite someone by email, then give them a role and a visibility on the Members page. Viewers are free; every other role takes an editor seat.

TopicMembers, settings & billing
TypeHow-to
WhoAdmin
PlanEvery plan
Time4 min
Verified11 Nov 2026

View .md

Invite people when they need your product data: a design engineer who will keep the specs up to date, or a sales rep who only looks things up. The invitation lets them in, and their role and visibility then decide what they can change and what they can read. By the end, a new member has both set for their job.

Two role lists, and the one that counts

The invitation dialog belongs to the sign-in service SpecLatch uses, so it has roles of its own: Admin and Member. They only decide how a person starts:

  • Invited as Member, they join as Viewer with Internal visibility.
  • Invited as Admin, they join as Admin with Confidential visibility, as long as an editor seat is free. If none is, they join as a Viewer at Internal instead.

From then on, the Role and Visibility lists on Members decide what they can do and see. Changing their role in the dialog changes nothing in SpecLatch. So invite most people as Member, then give them the role their job needs.

Seats follow the role: every role except Viewer takes one of the plan's editor seats, so the sales rep costs none and the design engineer takes one.

Before you start

Send the invitation

  1. Open Settings, then Members.
  2. Click Invite or remove members. A dialog opens.
  3. Click Invite.
  4. Type the person's email address.
  5. Under Role, choose Member, or Admin for someone who will run the workspace with you.
  6. Click Send invitations.
The top of the Members page: the title, a line saying new people join as Viewer, the count of editor seats in use, and the Invite or remove members button.
Invitations start from the button at the top of Members. The line under the title counts the editor seats in use.

The person gets an email with a link, and once they accept, they appear on Members. If SpecLatch asks them to create a workspace first, yours is listed under that form, so they pick it there. Until they accept, the invitation waits in the dialog, where you can revoke it.

Set the role and the visibility

  1. On Members, find the new member's row.
  2. In the Role list, pick the role their job needs. The change saves at once, and Saved shows at the top right.
  3. In the Visibility list, pick the highest tier they should read.
A member's row on the Members page with its Role list at Admin, its Visibility list at Confidential, and a one-line summary of the role's permissions.
Each member's row has a Role list and a Visibility list, and each pick saves at once.

Set both, because a new role keeps the visibility the member already had. A design engineer who will build tables needs Engineering and Confidential, since fields and formulas read the values of every field. A sales rep can stay a Viewer, and once set to Public, they see only Published records and their Public fields.

When every seat is taken

Giving a Viewer any other role takes a seat, so when none is free, SpecLatch refuses the change and says why. Moving someone between the other roles takes no extra seat. To make room, make an editor who no longer edits a Viewer, remove someone, or choose a larger plan on Billing.

Remove someone

  1. Click Invite or remove members.
  2. In the dialog's list, open the menu on the person's row and remove them.

They can no longer open the workspace, and any editor seat they held frees up. The records they changed keep their name in each record's history.

What happens after

Activity lists every change to a member's role or visibility, and who made it. The new member's sidebar shows only the pages their role can use, and Members shows them their own role and visibility.

Related

ReferenceWhat each role can see and do
ConceptMembers, settings & billing
How-toPlans, seats and the trial