Seats
Give a publisher seat to someone who builds prototypes, and a free reviewer seat to someone who needs to view and comment.
| Seat | What it’s for |
|---|---|
| Publisher | Publish prototypes and download their source, where Space access allows it. |
| Reviewer | Open prototypes, leave feedback, and share work they have permission to share. Free and unlimited. |
A person’s role is separate from their seat. An admin manages the organization; a publisher can publish. An admin can hold a reviewer seat and a member can hold a publisher seat.
Choosing a seat when you invite
Open Settings > Team > Invite member. Admins choose the recipient’s role and seat. A reviewer invitation is free; on paid plans the form shows the publisher price when billing details are available.
Who can invite
Any organization member can send an invitation:
- Admins and owners can choose the role and seat, and edit or resend pending invitations. Resending renews the same invitation, even an expired one, so its seat and Space stay as they were.
- Other members can invite reviewers with the member role. They can’t choose a publisher seat or admin role, or edit and resend pending invitations.
- A connected chat app with Invite people allowed can invite for organization admins only, always with the member role.
Member-sent invitations share an allowance of 30 pending invitations per organization. If it’s full, wait for invitations to be accepted or expire, or ask an admin to cancel old ones. This allowance doesn’t restrict admin-sent invitations.
Admins and owners can also create invite links, which work for anyone who has the link, limited to listed email domains or to approved requests if the link says so.
You can also choose Invite members in a projects toolbar. Inviting from a Shared Space you administer can add the recipient to that Space too. See Spaces.
Invite links
Instead of inviting people one email at a time, an admin or owner can create an invite link: one URL that lets people join the organization on their own. Anyone holding the link signs in or creates an account, then joins or, on an Ask to join link, sends a request, within the link’s domain rule (see Joining through an invite link).
Creating a link
In Settings > Team, choose New link at the top of the page (it’s there on every tab). It opens the invite dialog on its By invite link tab, next to By email, with the form for a new link ready. You can also open Invite member and switch to that tab. When you create a new organization, its setup offers the same two tabs at the step where you invite your team. Each link’s settings are chosen when it’s created and stay fixed for its life:
| Setting | Options |
|---|---|
| Who may join | Anyone with the link and a verified email address, or Only people with an email on these domains (1 to 10 domains) |
| Seat | Reviewer or Publisher. People always join with the member role. |
| Join mode | Join automatically, or Ask to join (an admin approves each request) |
| Single use | On: the first person who joins or asks uses the link up. Off: the link works for many people. |
| Expiry | 7, 30 or 90 days |
- Publisher links need a paid plan. A publisher link needs a plan without a publisher seat cap (Pro, Team or Enterprise). On Starter you can create reviewer links only, even if the organization bought extra seats; promote people by hand instead. If the organization moves back to Starter, a publisher link created earlier joins people automatically as reviewers (the join page tells them an admin can change their seat), and when approving a request the seat can only be Reviewer.
- Domains must match exactly.
acme.comdoes not matcheu.acme.com, and the match ignores case. Public mail domains (such as gmail.com) can’t be used. The domain and the verified email are checked when someone joins or asks, and again when an admin approves a request: if the requester’s email is no longer verified or no longer on an allowed domain, the approval is refused. A member who later changes their email stays a member. - A single-use link stays used. Once someone joins or asks through it, it can’t be used again, even if the request is declined. Use Create a new link like this to get a fresh one with the same settings.
- Up to 20 live links per organization. Inactive links (below) count toward it.
The By invite link tab shows the organization’s newest live link as a card: its status and settings, the full link in a field with a copy button inside it, and its expiry and joins (plus pending requests on an Ask to join link). Regenerate sits at the card’s top right, and right-clicking the card offers Copy link, Regenerate and Disable. The on/off switch above the card turns the link off for good (after a confirmation); with no live link, turning it on opens the form for a new one. While a link is live, New link at the bottom of the tab opens the same form for another one (with different settings, say), and the shown link keeps working. Done closes the dialog.
In a new organization’s setup, the link tab has no Done: its button continues the setup. If you added teammates on the By email tab, or an address is still typed there, the button reads Send N invites and continue and sends those invitations too. An address that isn’t valid takes you back to the By email tab to fix it, and nothing is sent.
Managing links
The Invite links tab of Settings > Team lists the organization’s active and inactive links: who may join, seat, mode, uses (Single use or Multi-use), joins so far, expiry and status. Right-click a link, or open its menu, to see who created it. Turn on Show disabled to also see the newest 100 disabled, used and expired links. New links are made with New link at the top of the page; with no active link, the empty tab’s button does the same.
A link is inactive while the admin who created it is no longer an admin. It works again if they are made an admin again, or if another admin regenerates it (the new link is theirs).
Active and inactive links offer:
- Copy link: copy the link again.
- Regenerate: a fresh link with the same settings and a fresh expiry of the same length, created by you. The old link is disabled. A setting that is no longer allowed (a publisher seat after moving to Starter, for example) stops the regenerate.
- Disable: turns the link off for good. A disabled link never comes back.
Disabled, used and expired links offer only Create a new link like this, which opens the form pre-filled with that link’s settings, its expiry length included. The new link’s expiry counts from when you create it.
Anyone who has a multi-use link can use it, including a forwarded copy, as long as they meet its domain rule (a former employee who still has an address on the domain included). Disable or regenerate a link that leaked. Disabling or regenerating a link does not stop a join that is already under way.
Approving join requests
On an Ask to join link, people send a request instead of joining. Every admin and owner gets an email (if they want it), and the request appears in Settings > Team > Requests with the person’s name, email and the link they used.
- Approve: choose the seat (the link’s seat is suggested). On Starter the seat is Reviewer. On Pro and Team, choosing Publisher shows the added seat’s price above the list. The person is emailed that they joined.
- Decline: the person isn’t added and isn’t emailed. A single-use link stays used.
Any admin or owner can decide. A request can still be decided after its link expires or is disabled. Someone who joins another way (another link, an email invitation) no longer appears in the list. An organization can have up to 100 pending requests at once.
Billed seat notice
When someone joins through an invite link on a publisher seat, automatically or by approval, the organization’s owners and the link’s creator are emailed. Who receives it and when is described in Email notifications.
A link join cancels the person’s pending email invitations to the organization. The seat comes from the link (or, for an approved request, from the approving admin), and a Shared Space named in an earlier invitation isn’t applied.
Changing a member’s seat
An admin or owner can change a seat in Settings > Team. The change takes effect immediately and appears in the audit log.
On Pro and Team, changing a reviewer to publisher asks for confirmation of the additional billed seat and its price.
Seat limits by plan
Starter includes one publisher and unlimited reviewers. Paid plans allow additional publishers; see Plans & pricing.
To hand over Starter’s publisher seat, change the current publisher to reviewer first, then make the other person a publisher. While that seat is occupied, you can’t invite or promote another publisher.
Returning from a paid plan to Starter doesn’t demote existing publishers. They keep publishing, but the organization can’t add another publisher while above Starter’s allowance. Upgrading again bills the publisher seats you hold at that time.
What a reviewer can do
Reviewers use the same dashboard to browse work they can access, open previews, and comment. They can reply, resolve or reopen threads, and edit or delete their own comments.
Space membership controls access to content. A closed Shared Space may still show its name as a locked card; that doesn’t give access to its prototypes. See Spaces.
What a reviewer can’t do
A reviewer can’t:
- publish or rename prototypes;
- move prototypes, except as described below;
- remix a prototype or download its source;
- turn prototype access on or off;
- create or manage folders, except the Personal Space cleanup described below;
- change prototype configuration or sample data;
- download a prototype’s local configuration;
- moderate another guest’s comments.
These limits also apply to admins holding reviewer seats. Their role still allows organization administration.
Exceptions: reviewers can manage public links where their Space permissions allow sharing. Inside their own Personal Space they can delete prototypes and versions, restore them from the trash, move prototypes between its folders, delete a folder, and clear a folder or delete it with its contents. A reviewer who is an org admin or a Space admin can also delete, restore, move prototypes, and clean up folders where that role allows, so an admin on a free seat can still organize work after someone leaves or empty a Space before deleting it; see Deleting prototypes and Moving prototypes. Organization-wide local configuration can be downloaded by any member; prototype configuration requires a publisher seat.
Trying to write as a reviewer
Artor explains when an action needs a publisher seat. Ask an org admin to change your seat, then try again. A publisher seat still doesn’t grant access to a closed Space you haven’t joined.
Who can manage seats
Admins and owners manage seats in Settings > Team. Members can see current seats and invite additional reviewers.
The default is publisher
Existing members without a reviewer designation retain publisher access. When inviting someone new, check the seat shown in the invitation: non-admin invitations always use Reviewer.