Overview
Team management in Glossa happens at the organization level through the Members tab. Anyone in your organization can invite new members, and Owners can manage roles and remove people.
All members have access to all projects in the organization—there are no per-project permissions. This makes member management straightforward: invite people you trust with full access to your organization's work.
Accessing Member Management
To manage team members:
Click Members in the main navigation
You'll see a table of all organization members and pending invitations
Members Table
The Members table shows:
Name - Member's full name (once they've accepted)
Email - Email address where invite was sent
Status - Active (accepted invite) or Pending (not yet accepted)
Role - Owner or Member
Added - Date the invitation was sent or member joined
Actions menu (⋮) - Options to update, resend, revoke, or remove
Inviting New Members
Step 1: Navigate to Members
Click Members in the main navigation
Click Add New Member button
Step 2: Enter Member Information
In the invitation form:
Email address - Enter the person's work email
Role - Select Member or Owner
Role selection:
Member - For most team members (project work only, no billing/integrations)
Owner - For people who need billing or integration access
See the User Roles article for detailed role comparison.
Step 3: Send Invitation
Click Invite and Add Seat
An invitation email is sent immediately
A new seat is added to your billing
The invitation appears in the Members table with Pending status
What the Invitee Receives
The invitation email says:
You've been invited to Glossa AI
You've been invited to join [Organization Name] on Glossa AI. Set up your account:
[Open Glossa AI button]
When they click the button:
They're taken to Glossa's signup/login page
They create an account or sign in with existing account
They're automatically added to your organization
They can immediately access all projects
Managing Pending Invitations
Viewing Pending Invites
Pending invitations appear in the Members table with:
Status: Pending
Email: The invited person's email
Role: The assigned role (Member or Owner)
Added: When the invitation was sent
Modifying Invitations
Change the invited member's role before they accept by:
Find the pending invitation in the Members table
Click the three-dot menu (⋮)
Select Update Invitation
Choose the new role and click Update Role
Invitation Expiration
Invitations expire after 1 week (7 days).
After expiration:
The invitation link no longer works
The pending invitation remains in your Members table
You must resend the invitation to allow them to join
No automatic cleanup of expired invitations
Best practice: Follow up with people within a few days if they haven't accepted.
Revoking Invitations
To cancel an invitation before someone accepts:
Find the pending invitation in the Members table
Click the three-dot menu (⋮)
Select Revoke Invite
Confirm the revocation
What happens:
The invitation is canceled
The invitation link no longer works (even if they try to click it)
The row is removed from the Members table
The seat is removed from your billing
When to revoke:
Invited the wrong person by mistake
Person no longer needs access
Decided not to add them to the team
Managing Active Members
Viewing Member Details
For active members (Status: Active), you can see:
Their name and email
Their current role (Owner or User)
When they were added to the organization
All information in the Members table
Changing Member Roles
Upgrading Member to Owner:
Any Owner can upgrade a Member to Owner:
Find the person in the Members table
Click the three-dot menu (⋮)
Select Update Role
Choose Owner
Confirm the change
The person immediately gains Owner permissions (billing access, integration management).
Downgrading Owner to Member:
This cannot be done through the UI. Once someone is an Owner, they cannot be downgraded to User via the interface.
If downgrade is needed:
Contact [email protected]
Support can manually change the role on the backend
This is intentionally difficult to prevent accidental permission loss
See the User Roles article for more details on roles and permissions.
Removing Members
How to Remove Someone
Owners can remove members from the organization:
Find the person in the Members table
Click the three-dot menu (⋮)
Select Remove from Account
Confirm the removal
Important: Members cannot remove themselves—only Owners can remove other members.
What Happens When Someone is Removed
Immediate effects:
Person loses access to the organization and all projects
Can no longer log in to view any projects or data
Removed from billing (seat freed up)
Their work remains:
Requirements they created: Not deleted
Files they uploaded: Not deleted
Projects they created: Not deleted
Comments they made: Not deleted
All work is preserved and attributed to their name
No notification:
The removed person does not receive an email notification
They'll find out when they try to access Glossa and can't
Consider informing them separately if appropriate
Can be re-invited:
The same person can be re-invited later
They'll receive a new invitation email
If they still have a Glossa account, they can use the same login
They regain access to all previous work once re-invited
When to Remove Members
Good reasons to remove:
✅ Team member left the company
✅ Contractor's engagement ended
✅ Person changed roles and no longer needs access
✅ Reducing team size or costs
✅ Security concern (compromised account)
Consider before removing:
❌ Temporary leave or vacation (keep access unless security concern)
❌ Reduced involvement (they might still need occasional access)
❌ Disagreement or conflict (consider communication first)
Removing Yourself
Members cannot remove themselves from an organization.
If you need to leave:
Ask an Owner to remove you
If no Owners are available, contact [email protected]
Owners should regularly review and remove inactive members
Member Limits and Billing
No Maximum Member Limit
There is no maximum number of members per organization.
You can have as many team members as you need.
Pricing is Per Seat
Glossa pricing is based on the number of seats (members):
Each member counts as one seat
Pending invitations also count as seats
Pricing scales with team size
Billing implications:
Adding a member = adding a seat = additional cost
Removing a member = removing a seat = cost reduction
Seats are billed monthly or annually depending on plan
Managing costs:
Only invite people who actively need access
Remove members promptly when they leave
Revoke unused pending invitations
Review member list regularly to ensure all seats are needed
See the Billing & Plans article for detailed pricing information.
Who Can Invite Members
Anyone Can Invite
Both Owners and Members can invite new members.
There are no restrictions on who can send invitations.
Why this design:
Enables team members to onboard their colleagues
Reduces bottlenecks in team growth
Empowers everyone to expand the team as needed
Potential concern: This means any team member could invite someone without approval.
Mitigation strategies:
Set clear team expectations about inviting others
Monitor the Members table for unexpected additions
Owners can remove unwanted members
Revoke unexpected pending invitations
Consider this when deciding who to add to the organization
Best Practices
Invite Promptly
When someone new joins your team:
Send Glossa invitation on their first day
Include a welcome message explaining how you use Glossa
Offer to walk them through the platform
Add them to relevant communication channels about projects
Use Descriptive Names
When people accept invitations:
Ensure they use their real name (not nicknames or aliases)
Use consistent naming format across team (e.g., "First Last")
Makes it easier to identify who's who in the Members table
Revoke Unused Invitations
If pending invitations go unaccepted:
Follow up after 2-3 days
Resend after a week if still needed
Revoke if the person is no longer joining
Keep your Members table clean
Assign Roles Thoughtfully
When inviting new members:
Default to Member role for most people
Only assign Owner to those who specifically need billing/integration access
Explain role implications when inviting
See User Roles article for guidance
Document Offboarding Process
Create a process for when people leave:
Remove from Glossa within 24 hours of departure
Document any critical knowledge they held
Transfer ownership of key projects or work
Update team about who to contact instead
Communicate Changes
When adding or removing members:
Inform the team (if appropriate)
Update project documentation
Adjust responsibilities as needed
Ensure continuity of work
Troubleshooting
Invitation Not Received
If someone didn't receive their invitation email:
Check these first:
Verify email address was entered correctly
Ask them to check spam/junk folder
Confirm their email system isn't blocking automated emails
Wait 5-10 minutes (sometimes delayed)
If still not received:
Try a different email address if available
Contact support if issue persists
Invitation Link Not Working
If someone clicks the invitation but gets an error:
Possible causes:
Invitation expired (> 7 days old)
Invitation was revoked
Already accepted (they're already a member)
Browser or network issue
Solutions:
Check Members table to see if invitation is still pending
Resend invitation if expired
Confirm invitation wasn't revoked
Try different browser or incognito mode
Contact support if issue continues
Can't Remove a Member
If the Remove option is not available:
Possible causes:
You're a Member (only Owners can remove members)
Trying to remove yourself (not allowed)
Network or browser issue
Solutions:
Confirm you have Owner role
Ask another Owner to remove the person
Refresh the page and try again
Contact support if you're an Owner and still can't remove
Accidentally Removed Someone
If you removed someone by mistake:
Re-invite them immediately using their same email
They'll receive a new invitation
They can accept and regain access
All their previous work will still be there
Inform them about what happened and that they need to re-accept
Prevention:
Always confirm before clicking Remove
Double-check you're removing the right person
Consider implications before removing
Too Many Pending Invitations
If you have many old pending invitations:
Review each pending invitation
Resend to those who should still join
Revoke invitations that are no longer needed
Communicate with the pending invitees
Clean up regularly to avoid accumulation
Security Best Practices
Remove Departed Members Promptly
When someone leaves your company:
Remove them from Glossa within 24 hours
Don't wait until their last day (remove immediately upon notice)
Ensure they can't access sensitive project data after departure
Monitor Member Activity
Regularly review:
Who has access to your organization
When members last logged in (if visible)
Any unexpected new members
Pending invitations from unknown sources
Use Owner Role Sparingly
Limit Owner role to 2-5 trusted individuals
Review Owner list periodically
Ensure Owners understand their responsibilities
Don't make everyone an Owner "just in case"
Secure Invitation Process
When inviting members:
Verify email addresses carefully
Use work email addresses (not personal)
Confirm the person is authorized to access
Document who invited whom and why