Invite and manage users

To add someone to Qualflare, invite them to a project from Project Settings > Users > Invite User; you need the Maintainer role or higher in the workspace, and the invitee joins as a Viewer through a link that expires after 24 hours.

Before you begin

Maintainer+ · workspace (requires the Maintainer role or higher in the workspace)

Qualflare checks that you can manage members in both the workspace and the project. A workspace Maintainer or Owner can in both, because a workspace role applies in every project.

Each person in the workspace, Guests included, uses a team member seat on your plan. See Limits. On Enterprise workspaces, people can also join through SSO sign-in or SCIM provisioning, with the role your role rules give them. See SSO & SCIM Provisioning.

Invite people to a project

Invitations always come from a project.

The invitee joins the project as a Viewer. Invite links expire after 24 hours. You can also invite people during sign-up, in the Invite Members step. They join as Viewers too.

Someone who isn't in the workspace yet joins it as a Guest, and sees only the projects they were invited to. Someone who is already in the workspace keeps their workspace role and gains the project.

Accept an invitation

Accepting starts from the link in the invitation email. It opens a "You're invited" card that names the project, its workspace and the address the invitation was sent to.

• Signed in with the invited address: click Accept Invitation.
• Not signed in: choose Create Account or Sign In, with the invited address.
• Signed in with another address: the card shows Wrong Account and Log out and continue, and no Accept Invitation button.

Pending invitations are also listed under Account > Invitations, each with a check button to accept it and a cross to decline it.

Manage pending invitations

Maintainer+ · workspace (requires the Maintainer role or higher in the workspace)

Pending invitations show the status Pending on the project's Settings > Users page and on the workspace Users page. Open the row's ⋯ menu to Resend or Revoke an invitation. Resend emails a new link that lasts another 24 hours, and the old link stops working. An invitation leaves both lists when it expires and can't be resent; to replace it, invite the address again.

See who has access

The workspace Users page lists everyone in the workspace and every pending invitation:

• Name: Member's display name
• Email: Email address
• Status: Active, or Pending for an invitation not yet accepted
• Role: Workspace role
• Project Access: The roles this person holds in individual projects
• Date Added: When they joined

A project's Settings > Users page lists only the people who hold a role in that project, with their project role. Workspace members who only inherit access through their workspace role aren't listed.

Change a member's role

Maintainer+ · workspace (requires the Maintainer role or higher in the workspace)

Promote and Demote move one step at a time: Guest → Viewer → Editor → Maintainer. Promote stops at Maintainer, and Demote stops at Viewer. Maintainers can't change an Owner, and nobody can change their own role.

When you demote someone at workspace level who holds a higher role in a project, the Project access will not change dialog lists those projects. Their project roles stay; choose Demote anyway to continue. To reduce their access to a project, change their role on that project's Settings > Users page, or remove them from the workspace.

To change a project role, use Promote or Demote in the same way on the project's Settings > Users page Maintainer+ · project (requires the Maintainer role or higher in the project). In the web app today, this needs the Maintainer or Owner role in that project itself.

Remove someone or leave a workspace

On the workspace Users page, choose Remove in the member's row Maintainer+ · workspace (requires the Maintainer role or higher in the workspace) and type their email address to confirm. They lose access to the workspace and all its projects immediately, and the access tokens they created stop working, because a token never has more access than its creator. Maintainers can't remove an Owner.

To take someone out of one project only, choose Remove in their row on the project's Settings > Users page Maintainer+ · project (requires the Maintainer role or higher in the project). In the web app today, this needs the Maintainer or Owner role in that project itself.

To leave a workspace yourself, choose Leave on your own row; leaving doesn't need the Maintainer role. Owners can't leave.

Limit someone to specific projects

Projects have no visibility setting. A workspace role from Viewer up applies in every project in the workspace. To give an outside collaborator access to only some projects:

1. Invite them from each project they need, as in Invite people to a project.
2. Leave their workspace role at Guest. Someone who wasn't in the workspace before their first invitation joins it as a Guest.

A Guest sees only the projects they were invited to. Promoting a Guest on the workspace Users page gives them that role in every project, although in the web app today their Projects page still lists only the projects they're a member of. See How workspace and project roles combine.

Give stakeholders read-only access

Qualflare has no share links for launches or reports. Invite stakeholders to the project instead: they join as Viewers and can read the project's results. Leave their workspace role at Guest if they should see only that project.

On the Open Source plan, a project can also publish its launch history as a public report. See Publishing a Report.

Discuss work in comments

You can comment on test cases, defects, launches and milestones.

1. Open the test case, defect, launch or milestone.
2. Type in the Write a comment... box.
3. Click Post, or press ⌘Enter or Ctrl+Enter.

To reply, click Reply under a comment. Replies go one level deep, and the comment's author is notified. To change or remove your own comment, open its menu and choose Edit or Delete. Edited comments show (edited).

Qualflare also records who made changes and when, and notifications keep members updated on relevant changes.

Troubleshoot

The invitation card shows what went wrong:

• Invitation Not Found: "This invitation could not be found or is no longer available." The invitation has expired (links last 24 hours), was already accepted, was revoked or was replaced by a resend, or the link is incomplete. It also ends when the person who sent it leaves or is removed from the workspace, or drops below the Maintainer role. If it was resent, use the link in the newest invitation email. Otherwise, if you haven't joined the project, ask a workspace Maintainer or Owner to invite you again.
• Wrong Account: the card shows the invited address and the one you're signed in with. Click Log out and continue, then sign in or create an account with the invited address.
• Single sign-on required: the workspace requires SSO, and Qualflare takes you to your identity provider. Accept again when you're back.
• Could not accept invitation: for example, the workspace has no free team member seat, or it requires two-factor authentication. In that case the alert links Set up two-factor authentication; set it up, then click Try again.

For other problems, see Troubleshooting or Getting Help.

Next steps

• Roles and permissions: what each role can do
• Project teams: group project members and route work to them
• Create and manage projects: create a project and find its settings
• SSO & SCIM Provisioning: sign-in and provisioning for Enterprise workspaces
• Organize Test Cases: structure your test suite for team efficiency
• Track Defects: collaborate on bug resolution