Members & access

The Members & access page holds the half of access that belongs to Openbook. Open it from your organization's pages in the sidebar.

Membership is decided at the Bookbag account

Who is in the organization, what role each person holds, who owns it and who has an invitation pending are all decided at the Bookbag account, because the organization is shared by every Bookbag product. Openbook reads that list; it does not keep one.

The button at the top of the page — Manage members at Bookbag account — opens your organization's page there. That is where you:

• add a member by email address,
• choose or change their role (owner, admin, member or viewer),
• remove a member,
• re-send an invitation that was missed,
• transfer ownership.

A copy of a member list is a place for two answers to the same question. Openbook used to print one here, alongside a table of what each role could do; both are gone, and the button opens the one that is real.

Roles are explained in Roles and permissions.

Workspace access is decided here

What the page does keep is the thing only Openbook knows: which of this organization's workspaces a member may use.

Use the form to grant access:

• Email — the person. They must already be in the organization.
• Access level — Full access (read and write) or Read only.
• Scope — all workspaces, or only the ones you select.

A person with all-workspace access can reach every space in the organization, subject to each space's own visibility. A person scoped to selected workspaces reaches only those.

Access level here is the organization-wide shape of a person's access, not a promotion to space admin. Making someone an admin of one space is done in that space's own Settings page.

The free-plan seat cap

On the Free plan an organization may have 10 members whose role is not viewer. Adding an eleventh is refused with an upgrade prompt naming the limit.

Viewers and guests never count, on any plan, so you can keep adding them. Members already over the cap — after a trial ends, for example — keep their access; the cap only blocks adding more. See Seats, viewers & guests.

Control chat access

The Chat access section restricts who may use Openbook's chat rooms. You can allow:

• Everyone — anyone in the organization may use a chat room.
• Selected members — only the members you pick may. The organization owner and platform admins always have access.

This is useful when chat rooms should be limited to a core team while the wider organization still has access to spaces and rooms of other types.

This setting does not govern organization chat — the bubble in the corner and the Chat page. That conversation lives at the Bookbag account service, and membership of the organization is what grants access to it. To take somebody out of it, remove them from the organization at the account service. The wording on this card mentions the chat widget; that part is out of date, and Openbook does not filter it.

Common tasks

• Onboard a new teammate: add them at the Bookbag account as a member, then grant Full access here, scoped to the workspaces they will work in.
• Give a client visibility: add them at the account as a viewer, then grant Read only here scoped to the one workspace. For narrower access still — a single room rather than a whole space — invite them as a guest from that space's Settings page.
• Tighten chat rooms: switch Chat access to selected members and pick the people who should have it. This does not affect organization chat.
• Offboard someone: remove them from the organization at the Bookbag account. That ends their access everywhere, including here.
• Hand over the organization: transfer ownership at the account service — see Transferring ownership.