Step-by-step instructions
Invite New Team Member
1. Navigate to Settings > Team (Admin access required)
2. Click "Invite Users" button in top right
3. InviteUsers modal opens
4. Enter colleague's email address (e.g., colleague@office.be)
5. Assign default role:
- Collaborator: Standard user access
- Admin: Full workspace management access
6. Configure module access by checking/unchecking specific features:
- Library, Templates, Search, Ask AI
- Translation, Smart Processing, Smart Drafting
- Anonymisation, Document Explorer
- CRM, Accounting, E-Invoicing, Timesheet
- Agenda, Meeting Scheduling, Customer Satisfaction
7. Click "Send Invitation"
8. System creates profile record with unique invitation code
9. New colleague receives email and completes signup process
Remove Team Member:
1. Navigate to Settings > Team
2. Locate user in team member list
3. Click three-dot menu or trash icon next to user
4. Click "Remove from Workspace"
5. Confirmation dialog appears
6. Review warning about data access loss
7. Click "Confirm Removal"
8. User immediately loses access to workspace
9. User's documents and created content remain in system
Practical example
Office admin Isabelle Mercier needs to onboard a new junior notary who starts Monday. She navigates to Settings > Team, clicks "Invite Users", enters the new colleague's email colleague@notariat-dupont.be, assigns Collaborator role with access to Library, Anonymisation, and Translation (but not Smart Drafting or CRM which are restricted to senior staff). She sends the invitation on Friday. The new colleague receives the email over the weekend, completes signup in 5 minutes on Sunday evening, and arrives Monday morning ready to work with immediate access to the tools needed for their role.
Notes and limitations
Admin only: Only users with Admin role can invite or remove team members
Role assignment: Cannot change your own role to prevent admin lockout
Single invitation per email: Cannot re-invite same email if profile already exists - must delete old profile first
Invitation code visibility: Wequity Admins can view invitation codes in database if email delivery fails
Module permissions: Must enable modules at workspace level before assigning to users
Data retention: Removing user does not delete their created documents or templates - data remains in workspace
No transfer on removal: Cannot transfer user's documents to another user during removal process
Email delivery: Check spam folder if colleague doesn't receive email
FAQ
Q: Who can invite team members to the workspace?
A: Only users with the Admin role can invite team members. Collaborators (standard users) can see the team list but cannot invite, remove, or modify other users. If you need to invite someone and don't have the Invite button, contact your workspace admin to request Admin role.
Q: Can I change someone's role or module access after they've been invited?
A: Yes. Navigate to Settings > Team, find the user in the list, and use the module access toggles to add or remove features. To promote a Collaborator to Admin (or demote Admin to Collaborator), click the role dropdown next to their name and select the new role. Changes take effect immediately.
Q: What happens to a user's documents and work when I remove them from the workspace?
A: The user loses access to the workspace immediately, but their created content (uploaded documents, templates, clauses, drafted deeds) remains in the workspace and is still accessible to other team members. Documents are not deleted. If you need to delete their content, do that manually before removing the user, or have another admin clean up afterward.