The owner and the admins of a team workspace manage its members in the admin console, opened from the workspace menu: “Administer” followed by the workspace name, then the “Members” and “Invitations” pages.
Base rolesLink to the Base roles section
Every member has a base role.
| Base role | What it allows |
|---|---|
| Owner | Every permission, including deleting and transferring the workspace, and managing billing. One per workspace. |
| Admin | Every permission, except deleting or transferring the workspace and managing billing. |
| Member | Uses Moon AI in the workspace and sees their own usage. |
Only the owner can make someone an admin or remove an admin, and only the owner can invite a person directly as an admin.
A managed organization adds roles that are given on top of the base role: “Manager” (in charge of one or more groups), “Billing contact” and the roles it creates. The names of some roles follow the type of organization, for example “Teacher” and “Student” in education. See Groups, roles and labels.
Invite by emailLink to the Invite by email section
- Admin console › “Invitations” › “Invite”.
- In “Email addresses”, enter one or more addresses, separated by commas or line breaks (200 at most).
- Choose the “Base role”: “Member” or “Admin”.
- In a managed organization, you can also choose a role, groups, a label and a license, applied when the person joins.
- Click “Invite”. The “Invitation results” window shows, for each address, whether it was invited or the person is already a member.
Each person receives a link valid for 7 days. If no email could be sent, the window says so: copy the links with “Copy link” and send them yourself.
The “Invitations” page lists the “Pending” invitations and the ones that have “Expired”, with the role on joining and the person who sent the invitation. The menu of each row offers “Resend” (a new link) and “Revoke” (the link stops working).
The number of invitations per day is limited for a workspace without a contract. Under contract, only the seats limit invitations.
Accept an invitationLink to the Accept an invitation section
The invited person opens the link they received. The page shows the workspace, who is inviting them and with which role.
- Signed in: they click “Join”.
- Not signed in yet: “Sign in to accept”, or “Create an account to accept”.
Once a member, they switch to the workspace from the workspace menu.
Import members from a CSV fileLink to the Import members from a CSV file section
To invite many people at once: admin console › “Invitations” › “Import a CSV file”.
- Drop the file (2 MB at most) or click “Choose a file”. “Download example” gives you a template.
- Check the recognized columns (table below).
- Click “Check file”. The “What each line would do” table shows the people to invite, the ones to update, the ones already there and the errors. If the file names groups or labels that do not exist yet, check “Create them during import”.
- Click “Import N lines”. A large import goes on in the background: you can close the window, and the list of members is updated at the end.
| Column | Recognized headers (examples) | Content |
|---|---|---|
email, e-mail, courriel, adresse | Required | |
| Name | nom, name, nom complet | Display name |
| Groups | groupes, groupe, groups | Several groups separated by | |
| Labels | étiquettes, labels | key=value, several separated by | |
| Role | rôle, role | Default role |
| License | licence, lot | Name of the plan of the license pool (managed organization) |
Without a header line, the columns are read in this order: email, name, groups, labels, role.
- If the file cannot be read, save it as “CSV UTF-8” and choose it again.
- Without a contract, lines beyond the daily invitation limit are not imported.
- If there are not enough seats, the import is not applied: “Not enough seats for this import. Remove lines or ask for more seats.”
- To resume an interrupted import, import the same file again: the lines already written stay.
Access codesLink to the Access codes section
An access code lets people join the workspace without an email.
- Admin console › “Invitations”, “Access codes” section › “New access code”.
- Choose the “Base role”, the number of “Uses” (or “No limit”) and the duration in “Valid for”: 1 day, 7 days, 30 days, 90 days or 1 year.
- Click “Create code”, then “Copy”.
The list of codes shows the number of uses and the end date. You revoke a code from the menu of its row.
To join with a code: “Settings” › “Your workspace” › “Join with a code”, enter the “Access code”, then “Join”. The workspace menu also offers “Join with a code”. These entries do not exist when the active workspace is a managed organization: switch to your personal workspace first.
Manage membersLink to the Manage members section
The “Members” page of the admin console lists members with their role, license, groups and labels, and their “Last activity”.
- “Search members” searches by name or email address.
- “Filters” narrows the list by status (“Active”, “Suspended”, “Never signed in”), role, group, label or license, and sorts it.
- “More” › “Export list (CSV)” downloads the list.
The “Actions” menu of each row offers, depending on your permissions:
| Action | Effect |
|---|---|
| “Open profile” | Roles, groups and labels, license, usage for the session, the week and the month, “Rules that apply”, “Recent activity” and the “Account” section |
| “Groups”, “Organization labels” | Adds the member to groups or removes them, or puts labels on them (managed organization) |
| “Add or remove a role” | Roles on top of the base role (managed organization) |
| “Change license” | Chooses their license pool (organization under contract) |
| “Suspend” | The person can no longer use the workspace until they are reactivated. Nothing is deleted. |
| “Reactivate” | The person takes a seat again. |
| “Remove from organization” | The person loses access to the workspace and its shared content. Their personal chats stay theirs. |
You change the base role in the member’s file: “Base role” › “Change”. A suspension or a removal takes effect at once.
The “Account” section of the file acts on sessions and, for an account managed by the organization, on the account itself: see Member accounts.
Act on several membersLink to the Act on several members section
- Check the members in the list. “Select all … members matching the filter” extends the selection to every member who matches the filters.
- The “Bulk actions” bar offers “Groups”, “Organization labels” and “More actions”: “Add or remove a role”, “Change base role”, “Change license”, “Suspend”, “Reactivate” and “Remove from organization”.
The owner, yourself and people with more rights than you are left out. “Remove from organization” is not offered on a whole filter: check the people one by one.
SeatsLink to the Seats section
In a team workspace paid by card, each member takes a seat.
- A seat is billed when someone joins the workspace, prorated over the period, unless a paid seat is free.
- If the seat payment fails, the person cannot join until the owner has settled the payment.
- A freed seat stays paid until the renewal.
In an organization under contract, the number of seats is set by the contract. When they are all taken or held by pending invitations, Moon AI shows “Every seat is taken or held by a pending invitation. Ask for more seats to invite again.” See Licenses and contracts.
See alsoLink to the See also section
- Transfer ownership or delete the workspace
- Member accounts
- Members and Invitations and access codes in the Organizations API