Invite your team
How to invite people to a Cloud by email, what each role can do, how someone accepts an invite, and how to work together in a chat.
What you'll do
You add people to a Cloud by email. You pick the role each person gets. Emerge.ai emails them an invitation, and they join once they accept it.
Only a Cloud Owner or a Cloud Administrator can invite people. If you have another role, ask one of them to send the invite.
Step-by-step
- Open Cloud Settings → Security & Access.
- Type the email addresses you want to invite into the invite box at the top of the page.
- Pick the role for each person. New members get Cloud Contributor unless you choose otherwise.
- Select Add.
You can invite several people at once. Put all their email addresses in the invite box instead of repeating these steps for each one. If someone already belongs to this Cloud, the invite is refused and Emerge.ai tells you they already have access.
A person's Cloud role sets what they can do across the Cloud. Getting them into a specific chat is a separate step. See Collaborating in a chat below.
The roles you can choose from
The role picker offers three roles.
- Cloud Administrator — can see and change everything in the Cloud. Can also add members, set their role, and remove them. Cannot hand the Cloud to someone else.
- Cloud Architect — can see and change everything in the Cloud, including how the Cloud is set up. Cannot add or remove members.
- Cloud Contributor — the role new members get by default. Can create, edit and delete work in the Cloud, and upload files. Cannot manage members.
Every Cloud also has one Cloud Owner: the person who created it. An owner can do everything a Cloud Administrator can, and can hand the Cloud to someone else. You cannot pick Owner from this list. Ownership moves only when the current owner transfers it.
Only a Cloud Owner or a Cloud Administrator can turn Lockdown Mode on for a whole Cloud.
How users accept a Cloud invite
Everyone you invite gets an email invitation, and they join the Cloud when they accept it. This works the same way whether or not they already use Emerge.ai.
- If they already have an Emerge.ai account, accepting adds them to this Cloud with the role you picked.
- If they are new to Emerge.ai, the invitation walks them through creating an account. Their name appears once they finish.
Before they accept, they are already in the member list. You will see their email address, the role you gave them, and a Pending badge. The member list is on Cloud Settings → Security & Access, the same page you invite from.
Why a new invitee shows as "Pending"
Everyone you invite shows as Pending until they accept the invitation. This is true for new people and for people who already have an account.
A Pending badge is normal, not a problem. It clears when the person accepts, and their name replaces their email address. If someone has not accepted yet, you can resend their invitation.
Collaborating in a chat
Once someone accepts, you can work with them inside the Cloud. Add them to the project or the chat you want to share. Being a member of the Cloud does not put someone into your existing chats on its own. Changing who belongs to a project or a chat is its owner's to do.
To work together:
- Open the project or chat you want to share.
- Open its member settings and go to the People tab.
- Add people individually and give each one a role. Or use Share with everyone to give the whole Cloud access.
- Save the change.
A chat does not need to belong to a project. You can add people, give them roles, and use Share with everyone in any chat.
Adding people to a project covers the chats created in it from then on. It does not change who is in the project's existing chats — add people to those chats directly.
Definitions
- Invite — one or more email addresses added to a Cloud, each with a role.
- Pending invitee — someone who has been invited but has not accepted yet. They appear in the member list by email address with a Pending badge.
- Project — a container for chats, with its own member list.
- Member-management role — Cloud Owner or Cloud Administrator. These are the roles that control who belongs to a Cloud.
