Invite people and set their role
You invite people by email from the Team screen, and you pick their role in the same step. The role decides which screens they see and whether they can write into your connected tools, so choose it before you send. If you are still deciding which role fits, read What each role can see and do first.
Before you start
Permissions required
You need the Workspace Admin role to invite anyone. A custom role granted View on Team & Roles opens this screen and reads it, but Invite Member is not drawn for it and the invitation is refused. If you cannot do it, ask whoever set the workspace up.
An invite takes a seat immediately
MarqIQ counts members and unaccepted invites together against your seat limit. Three members and two pending invites is five seats used, not three.
Invite someone
Open Account & Team in the sidebar.
Choose Team & roles.
The page is headed Team and opens on the Team Members tab. The other two tabs are Roles & Permissions and Activity Log.
Click Invite Member.
A panel headed Invite a new member opens under the button.
Type the person's work email address.
One address per invite. An address already registered to another MarqIQ workspace is refused, and the message says so.
Choose a role from the list beside the address.
The list holds the ten built-in roles and any custom role you have made. It starts on Member, which sees the workspace overview and support and nothing else. Change it unless that is what you want.
Click Send invite.
MarqIQ emails the invitation. A green panel then shows the same link on screen so you can send it yourself as well.
Note
The link expires seven days after you send it. After that it answers "This invite has expired" and you send a new one.
What the invited person does
They open the link and land on a page headed Join followed by your workspace name. Their email address is fixed by the invite and they cannot change it.
Fill in Your full name.
Type a password of at least eight characters into Password.
Repeat it in Confirm password.
Click Create account & join.
They land on the workspace dashboard already signed in. There is no second confirmation email, because opening the invitation link already confirms their address.
Note
Each link works once. If two people open the same link, the second one is told the invite has already been used.
Resend or revoke an invite
Anything unaccepted sits under Pending Invites with the address, the role and the date it expires.
- To send the link again yourself, click the copy icon on the row.
- To cancel it, click the bin icon on the row. The link stops working at once.
- There is no resend button. Invite the same address again and the old invite is replaced by a fresh one with a new seven-day expiry.
Change someone's role later
Find the person in the Members table.
Open the role list in their Role column.
Pick the new role.
It saves as soon as you pick it. The change reaches them the next time they load a page, so they do not need to sign out.
Note
You cannot change your own role, and the list is not offered on your own row. Ask another Workspace Admin to do it.
Remove someone
Click the bin icon at the end of their row.
Confirm Remove this member from the workspace?
They disappear from the member list and their seat is freed straight away.
What they built stays. Saved reports, dashboards and templates belong to the workspace, and each one keeps the name of whoever created it. The Activity Log tab keeps their invitations, role changes and deletions under their name too.
Note
Removing somebody detaches their account from your workspace. It does not delete the account, so their email address stays registered to MarqIQ and inviting that address again is refused.
Take care
Removing someone ends their access in a browser they already have open: every page and every request checks that the person is still a member, and a removed member is refused within 30 seconds of the removal and sent to the sign-in page. If you are removing somebody because of a security problem, treat it as one: read Secure your account and see who signed in, and disconnect any tool whose credentials they held.
Inviting an agency or a contractor
Use the Agency Collaborator role. It gives an outside partner enough to do the work and withholds the three things a client should not hand over: billing, the member list, and the ability to disconnect a live tool.
- They can connect and configure a tool. They cannot disconnect one.
- They cannot write to your records, fields, forms, workflows or templates. Nothing they do creates a property, edits a live form or backfills records. The role can upload an image for a template draft, and that image is stored in your HubSpot or Marketo.
- They cannot see or change your plan, and they cannot invite anyone else.
Tip
If the same agency works across several of your brands, keep one workspace per client. A workspace is the boundary for both the reporting and the access, so mixing clients mixes their numbers.
Build a custom role
When none of the ten built-in roles fits, make your own. It starts either from nothing or from a copy of a built-in role.
Open the Roles & Permissions tab.
Click New Role, or click the copy icon on the built-in role you want to start from.
A copy arrives with that role's permissions already ticked, which is the faster route when you want one change from a role that nearly fits.
Type a name into Role name.
Type a line into Description.
Pick a colour.
The colour is what the badge beside each member's name uses.
Click Create Role.
The role is created with no permissions until you set them. The create panel has no permission cells.
Expand the new role in the list.
Tick the cells you want.
Click Save permissions.
Note
Deleting a custom role moves everyone holding it to Member, which sees the workspace overview and support and nothing else. The confirmation says so before you delete.
Seats
How many seats your plan includes, what an extra one costs and what happens when you run out are all on Your plan's limits, and what happens when you reach one. Read it before you invite a team, because the seat limit is what refuses an invitation.
If it did not work
The invite is refused with a message about your plan including a certain number of users
Why: Members and pending invites together have reached the seat limit. An invite that has not been accepted still holds a seat.
Fix: Revoke a pending invite you no longer need, remove a member, or click Add seats on the Subscription screen. The message itself names your plan, the seats it includes, any seats you have bought and how many pending invites you have.
The person clicks the link and is told the workspace is full
Why: The seat was free when you sent the invite and has been taken since. MarqIQ checks again when the link is opened, so nobody is seated past the limit.
Fix: Free a seat or buy one, then tell them to open the same link again. The link is still valid.
The invitation email never arrives
Why: The email is sent separately from the invite itself. If it is blocked or filtered, the invite is still there and still valid.
Fix: Copy the link from the Pending Invites row and send it to them yourself.
MarqIQ says the email is already registered to a different workspace
Why: One email address belongs to one MarqIQ workspace at a time. The same message appears for somebody you removed from this workspace, because removing them detaches the account without deleting it.
Fix: Invite a different address, or raise a case from Support to have the old account released.
They joined, but the screens you expected are missing from their sidebar
Why: The sidebar is filtered by role, by plan and by which tools are connected. A missing screen is usually the role.
Fix: Open Roles & Permissions, expand their role and read the matrix. If the role is right, check Plan & billing: a screen their plan does not include is hidden rather than shown locked. A screen is also hidden when the tool it reads is not connected.
A built-in role needs one more screen, and it has no edit button
Why: MarqIQ rewrites every built-in role from its own definitions each time the Roles & Permissions tab loads, so an edit made in place would not survive the next page load.
Fix: Click the copy icon on the role to make a version you own. Expand the copy, tick the cells you want, click Save permissions, then move people onto it.
Next steps
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