How to add and manage the people on your team

The Team screen is the list of people in your account. It's used to assign them as owners or participants, and what each person sees depends on it.

Where it is and who sees it

Go to Settings → Team. The Owner and anyone marked with Technical administration permissions can see it. Each row shows the name, email, role and, if your account uses them, the profile. Two labels flag specific situations:

• No access: the person is in the list but has no WorkOS user linked.
• Pending: they already have a user, but haven't confirmed their access yet or ever signed in.

If you see the notice "The Team database isn't linked yet" instead, it still needs to be linked in Notion databases (Title, Email and Notion user). Someone with Technical administration permissions does that.

Adding a person

The Owner and people with Technical administration permissions can do this.

1. Click the + button (New member).
2. Type the Name and the Email. The email is required and can't already be in use in your account.
3. If you want, choose their Notion user and, if your account uses profiles, their Profile.
4. Choose the Role (Member, Supervisor or Owner) and, if you are the Owner, tick Technical administration permissions if it applies.
5. Click Add.

WorkOS creates the record in your Team database and that person's WorkOS access at the same time, and sends them an email with a Confirm my access button. The link expires after 7 days. If the email can't be sent, WorkOS shows you the link so you can pass it on yourself.

Both things are always created together because, without a user linked to their record, whoever signed in would inherit the account's shared identity and, with it, its visibility.

Users not linked to Team

Below the list you'll see the notice Users not linked to Team (n) when some WorkOS users don't match anyone in Team (neither by link nor by email). Those people don't have "their" projects: they aren't shown as assignee or participant, and tasks they create by voice or from an email have no assignee. Fix it in one click: press Create team member next to the user and a Team record is created with the same name and email, already linked. If several records already share that email, the button doesn't appear (fix it in Notion first: an email can only be on one record). Manually linking to an existing record can only be changed from the administration panel, and a record can belong to only one person.

If Notion has two records with the same email, WorkOS warns you under the list and assigns neither to any user until you fix it.

Editing someone

Click their row to open Edit member. The Owner and people with Technical administration permissions can change everything, including the name and email (which can't match another person's or another user's). Only the Owner changes the Technical administration permissions mark. Only an Owner can change the email of another person with Technical administration permissions.

The list groups people by role, from highest to lowest (Owner, Supervisor, Member) and alphabetically within each group; at the end, those who don't have WorkOS access yet.

The Role field is a selector with a search box. Right below it there is an explanation using the name of each role (the one your account has, if you have customised it) that tells you whether that person can have a team in their charge: a Supervisor can have direct reports and see their tasks, and a Member cannot have a team in their charge. You can promote someone to Owner; each promotion is logged and the Owners are notified by email. On the row of someone who is already Owner the Role can't be changed: lowering it is done only from the administration panel.

Deactivate or delete someone

Only the Owner and people with Technical administration permissions see these buttons, in each member's record. They always ask for confirmation.

Deactivate is reversible. The person can't sign in to WorkOS or use the Claude or ChatGPT connection, their session is closed within a minute, and their mailboxes, calendars and Slack stop syncing and the WhatsApp and Instagram messages from their accounts stop being imported. Their data and assignments are kept and you can Reactivate them at any time. While deactivated they don't show up for new assignments.

Delete is irreversible. Before confirming you see everything assigned to them and choose who takes it over (tasks, projects, documents, notes, wiki, draft publications, Inbox and agenda); to confirm you type their name. The process keeps running in the background with a progress bar; if something fails it stops halfway and you can retry. When it finishes, their accounts are disconnected (Google and Slack access is revoked; Microsoft access has to be removed from their own account), their user is deleted and their record leaves Team. Completed tasks that pass to someone else get a Notion comment saying who completed them.

You can't deactivate or delete yourself, the Owner or the last person with Technical administration permissions (appoint another person first). Every deactivation, reactivation and deletion is logged and the Owners are notified by email.