Inviting Team Members
Open Team Settings
Navigate to Settings → Team in the left sidebar. This page lists all current members, their roles, and the status of any pending invitations.
Invite by Email
Click + Invite Members. Enter one or more email addresses (comma-separated) in the input field, choose a role for the invitees, and click Send Invitations. Each person receives an email with a secure link to join your workspace. The invitation expires after 7 days — you can resend it from the pending invitations list if needed.
Generate an Invite Link
For situations where you want to share a single link (e.g., in a Slack channel or onboarding doc), click Generate Invite Link. You can configure the link to assign all joiners a specific role and optionally set an expiry date. Copy the link and share it through any channel. You can revoke the link at any time from the same panel.
Roles & Permissions
Google’s role system gives you precise control over what each team member can see and do. Every workspace member is assigned exactly one of three roles.| Capability | Admin | Editor | Viewer |
|---|---|---|---|
| Projects — Create, archive, delete | ✅ | ✅ Create & edit only | 👁 View only |
| Records — Create, edit, delete | ✅ | ✅ | 👁 View only |
| Settings — Workspace configuration | ✅ | ❌ | ❌ |
| Billing — Plan, invoices, payment | ✅ | ❌ | ❌ |
| API Keys — Generate, revoke | ✅ | ❌ | ❌ |
| Team — Invite, remove members | ✅ | ❌ | ❌ |
A workspace must have at least one Admin at all times. If you are the sole Admin, you must promote another member before you can downgrade your own role.
Sharing Projects
Each project in Google has its own visibility setting that controls who can access it, independent of workspace-level role assignments. Setting Project Visibility Inside a project, click the ⚙ Settings tab, then find the Visibility option:- Private — Only explicitly invited members and Admins can view or edit the project.
- Team — All workspace members can view and contribute based on their workspace role.
- Public — Anyone on the internet with the link can view the project in read-only mode. Members with appropriate roles can still edit.
Comments & Mentions
Real-time discussion lives directly on your records — no need to switch to a separate messaging tool. Adding a Comment Open any record and scroll to the Activity & Comments panel at the bottom of the detail view. Click the comment box, type your message, and press Enter (or click Post) to submit. Comments support markdown formatting — use**bold**, _italic_, and `inline code` as needed.
@Mentioning Teammates
Type @ followed by a name or email address to mention a specific teammate. A dropdown shows matching members — select the right person and they’ll receive an in-app notification and (if enabled) an email alert that they’ve been mentioned in a discussion.
How Notifications Work
Notifications are triggered when:
- Someone @mentions you in a comment
- A record is assigned to you
- A comment is posted on a record you’re watching
- A record you own changes status
Activity Log
The Activity Log gives Admins and Editors a complete, searchable audit trail of everything that has happened in the workspace. Accessing the Log Go to Settings → Activity Log. The log shows every action taken — record creations, edits, deletions, permission changes, logins, and API calls — in reverse chronological order. Filtering the Log Use the filter bar at the top of the log to narrow results by:- User — Show actions by a specific team member
- Date range — Restrict to a particular time window
- Action type — Filter to specific event categories (e.g.,
record.deleted,member.invited,key.revoked) - Resource — Scope to a particular project or collection
Guest Access
Guest access lets you bring external collaborators — clients, contractors, or partners — into specific projects without giving them broad access to your workspace. Inviting a Guest From inside a project, click Share → Invite Guest. Enter the external person’s email address. Guests are always scoped to a Viewer role by default, meaning they can read and comment but cannot create, edit, or delete records. You can optionally promote a guest to Editor on a per-project basis. Guests can access only the specific project they were invited to — they cannot see other projects, workspace settings, or member lists. Managing Guests You can view all current guests in Settings → Team → Guests. Remove a guest at any time by clicking Revoke Access next to their name. Their access is terminated immediately.Guest seats are counted separately from full member seats on your billing plan. Check Settings → Billing to see your guest seat allowance and current usage.