Members and invitations

1. 1Go to Workspace settings and choose Invite members (top right).
2. 2Type up to five email addresses (choose Add another for more rows).
3. 3Choose Send invites.

Each person gets an email from you with a Join button. The invitation works once, for 14 days. Inviting the same address again sends a fresh link valid for another 14 days, keeps the same reserved seat and stops the old link from working (you can resend after a minute, up to three times a day).

To accept an email invitation, sign in with the same email address it was sent to and verify that address. Forwarding a personal invitation does not let a different account use it. If verification is needed, the invitation page lets you resend the verification email. The invitation stays available while you verify. After joining, choose Open to enter your team’s workspace; creating a separate workspace is optional.

You need a verified email to send invitations. Each pending email invitation reserves one seat until it is accepted, revoked or expires, including invitations to Guests. Sending new invitations or resending existing ones requires enough seats for members and pending invitations. If there are no available seats, revoke a pending invitation, remove a member or ask for more seats. A workspace can have up to 200 pending invitations and send up to 100 invitation emails a day.

The Invite members dialog also has the workspace invite link with Copy link. Anyone with the link can join as a Member until you replace it: choose New link (the refresh button) and the old link stops working at once. Only owners and admins see the link. Joining by a shared link or an allowed email domain requires an available seat. A pending invitation to your verified email can supply your seat; seats reserved for other people remain reserved.

In Workspace settings → General, add your company's domains under Allowed email domains, such as acme.com. Anyone who signs in with a verified address at an allowed domain can then join without an invitation; they see the workspace under Join existing when they set up.

• Up to 10 domains.
• You can only add the domain of your own verified email address. Public providers such as gmail.com and outlook.com can't be added.
• People join as Members, and only while there is a free seat.

Adding a domain lets people in; it never keeps anyone out. To make your domains the only way to be a member, turn on Only people with these email domains can be members in Workspace settings → General → Access, under Allowed email domains, and choose Save changes.

Before it applies, Review who loses access lists the members whose email address doesn't match and the pending invitations that can no longer be accepted. Choose Save and block access to go ahead.

• A person matches when their verified email address is at one of the listed domains. Subdomains must be listed themselves: sales.acme.com doesn't match acme.com.
• Owners are never blocked. Meeting guests who join from a link aren't affected.
• A member who doesn't match is blocked, not removed: their role, seat and everything they posted stay. They see "You can't use {workspace} right now" and can Leave workspace or switch to another one. If they're in one of the workspace's calls, they're taken out of it and told why.
• Access comes back by itself when they verify a matching address or you add their domain or turn the rule off.
• New invitations must be to an allowed address. Someone who opens an invitation the rule refuses is told so before they can choose Join.

Workspace settings → Members shows how many members and pending invitations you have, guests this month, and your admins, then a table of everyone with their Role and Last active. Search by name or email.

Pending invitations are listed with who sent them. Open the More menu on one for Resend invite or Revoke invite.

Pick a new role in the Role column. The change applies right away. See Roles and permissions for what each role can do.

• Only owners can make someone an owner, or change or remove an owner.
• Nobody can change their own role.
• The last owner can't be demoted. To hand over a workspace, make the new person an owner first, then change your own role from their account or leave.

Open the More menu on their row, choose Remove member and confirm. They lose access to the workspace at once, are removed from its chats, and see "You're no longer a member".

Someone you removed can't come back with the invite link or through an allowed domain. To let them back, send them a new email invitation.

Phone numbers are given out by the workspace's owners and admins. Members can't request one; on their Calls page they see that their workspace admin assigns numbers.

Open Workspace settings → Phone → People. Turn the Phone switch on for the person (each person with phone on uses one of the phone users you pay for on the Billing tab), then either:

• Pick one of the workspace's spare numbers in their Number list. With no spares it says No spare numbers. Use Get a number.
• Choose Get a number, pick the country and an area code, choose Find numbers, pick a number and confirm. Toll-free numbers, and numbers that need a registered address, can't be used. If the workspace already has a spare with that area code, the person gets the spare and nothing new is acquired.

The number is assigned right away, and the person's emergency (911) address is registered on it. It's included in their Business Phone licence. The number belongs to the workspace: if the person leaves or you take it back, it stays as a spare you can give to someone else.

These controls apply where Business Phone is enabled; phone products are not generally on sale yet. See Business Phone calls and settings for calling, forwarding and the main number.

When someone with a workspace phone number leaves, is removed or deletes their account, the number stays with the workspace as a spare, so your phone billing doesn't change. Their forwarding, voicemail and place in the main number's ring group go.

Owners and admins see these numbers in Workspace settings → Phone → Numbers, as Spare or Unassigned. Choose Give to… to hand one to a phone user, or Release to give it back to CheapMeet (you're asked to confirm, and you may not get the same number again).

Owners and admins see the workspace's telephone calls in Workspace settings → Phone → Call log, newest first, 25 calls a page. Choose Older and Newer to move between pages. Calls are kept for 13 months.

To find a call, type part of a person's name or the last 4 digits of a number in Search, and pick Incoming or Outgoing in Direction or a period in Dates (choose Custom dates for your own range). Numbers show only their last 4 digits.

Export CSV downloads the calls that match your search, up to 10,000 of them.

A 911 call from a CheapMeet number sends emergency services the address registered on that number, not where the caller actually is. There are two kinds of address: workspace locations (offices and sites that owners and admins add in Workspace settings → Phone → Workspace locations) and each phone user's own address book (home, a second office, a cottage) on their Calls page under Emergency calling (911). Only addresses in the United States and Canada can be used. Entering one works the same way in both places:

• Start typing the street address in Search for the address and pick it from the list. The street, city, state or province and ZIP or postal code are filled in, and every field stays editable.
• Add the apartment, suite or unit number in Apt, suite or unit. The search never fills it in, and responders need it to find you.
• Review address shows exactly what will be registered for 911. Nothing is saved until you choose Save for 911 (or Add address).
• On save, the address is checked against the 911 address database. If it isn't recognized exactly as entered but a corrected version is found, you see both and choose; CheapMeet never changes an address without asking. If it can't be validated at all, nothing is saved and what you typed stays in the form.
• If the address search isn't available, type the address into the fields instead. It is checked the same way when you save.

What you type into the address search is sent to our address lookup service to find matching addresses; the privacy policy says who provides it.

You have one current 911 address at a time: the one registered on your number. Your Calls page shows it under Emergency calling (911). Calls are off until you have one and have accepted the 911 notice.

• Switch address lists your own addresses and the workspace locations. Choose Use next to one and it becomes your 911 address straight away; it is registered on your number at once.
• If the 911 service doesn't accept the switch, nothing changes: your old address stays registered, and you're told so you can try again.
• Once a day the page asks Is this still your address? Choose Yes, or No, switch to pick another in one click.
• Add an address saves a new one to your book. At the top, an optional Label such as Home, Office or Cottage (one click) is how it shows in your list; without one, the street is shown. Leave Use it as my current address ticked to switch to it as soon as it is saved. Saving an address you already have reuses it instead of adding a copy.
• Name shown to 911 dispatchers is sent with the address to 911: the person or business at that address. It starts as your own name; change it if, say, you run a business from home.
• Delete addresses you no longer need with the bin icon. Your current address can't be deleted; switch to another first.

Your address book is private. Workspace admins never see the street of your own addresses: they see only that you use one of your own and whether it's registered. The one exception is a 911 call: owners and admins are told at once who called and the address the call used. Your address book is deleted if you leave the workspace.

Owners and admins keep the workspace's offices and sites in Workspace settings → Phone → Workspace locations. Choose Add location, give it an optional Label (for example Head office) and enter the address; add the floor or suite in Apt, suite or unit. Name shown to 911 dispatchers starts as the workspace's name; change it if the business at that address has another name. Adding a location that is already there reuses it.

• Any phone user can pick a location as their 911 address. You can also set one for a person in People → Emergency address; it is registered on their number straight away and they get a notification. If the 911 service doesn't accept it, nothing changes.
• A person who uses one of their own addresses shows as Their own address. You can't see or pick it, but you can still give them a location.
• Under each person you see whether their address is Registered on their number, No address: calls are off, or Not registered with the reason.
• Each location shows how many people use it. A location can be deleted only when nobody uses it; give those people another address first.

When someone gets a new number, their 911 address is registered on it. If the 911 service refuses it, they can't make calls until it's fixed: their Calls page says Your 911 address isn't registered on your number with a Try again button, they get a notification, and owners and admins see Not registered next to them in People.

Choosing Try again, switching to any address, or an admin giving them a location registers it again.

On the Free plan a workspace can have up to 5 members. On paid plans the limit is the number of seats you bought. When the workspace is full, invitations, invite links and domain joins stop with "This workspace is full". Remove someone or buy more seats in Billing.