# Invite and manage users

Source: https://docs.qualflare.com/docs/administration/users · Last updated: 2026-10-27

Invite people to Qualflare projects, manage pending invitations, change workspace and project roles, remove members and comment on shared work.

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

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](https://docs.qualflare.com/docs/administration/plans#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](https://docs.qualflare.com/docs/administration/sso).

## Invite people to a project

Invitations always come from a [project](https://docs.qualflare.com/docs/reference/glossary#project).

### Step 1: Open the project's Users settings

Open the project, click **Settings** in the project sidebar, and choose **Users**.

### Step 2: Start an invitation

Click **Invite User**.

### Step 3: Send the invitation

Enter their **Email Address** and click **Send Invite**.

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.

*Figure: Invitees join the project as Viewers, and the link expires after 24 hours.*

## 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.

*Figure: Pending invitations wait under Account › Invitations.*

## Manage pending invitations

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.

*Figure: The workspace Users page shows each member's role and project access.*

## Change a member's role

Requires the Maintainer role or higher in the workspace.

### Step 1: Open the workspace Users page

Open **Users** in the workspace sidebar.

### Step 2: Promote or demote the member

In the person's row, open **⋯** and choose **Promote** or **Demote**. The change takes effect immediately.

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.

*Figure: Demoting a workspace role leaves higher project roles in place.*

To change a project role, use **Promote** or **Demote** in the same way on the project's **Settings** > **Users** page (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 (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](https://docs.qualflare.com/docs/api/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 (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](https://docs.qualflare.com/docs/administration/users#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](https://docs.qualflare.com/docs/administration/roles-permissions#workspace-and-project-roles).

## 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](https://docs.qualflare.com/docs/administration/project-settings#public-report). See [Publishing a Report](https://docs.qualflare.com/docs/open-source/publishing).

## Discuss work in comments

You can comment on [test cases](https://docs.qualflare.com/docs/test-management/test-cases), [defects](https://docs.qualflare.com/docs/defects), [launches](https://docs.qualflare.com/docs/runs/launches) and [milestones](https://docs.qualflare.com/docs/test-management/milestones).

1. Open the test case, defect, launch or milestone.
2. Type in the **Write a comment...** box.
3. Click **Post**, or press Cmd+Enter (macOS) / 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](https://docs.qualflare.com/docs/administration/account-security#two-factor-authentication-2fa). In that case the alert links **Set up two-factor authentication**; set it up, then click **Try again**.

For other problems, see [Troubleshooting](https://docs.qualflare.com/docs/faq/troubleshooting) or [Getting Help](https://docs.qualflare.com/docs/faq/getting-help).

## Next steps

* [Roles and permissions](https://docs.qualflare.com/docs/administration/roles-permissions): what each role can do
* [Project teams](https://docs.qualflare.com/docs/administration/teams): group project members and route work to them
* [Create and manage projects](https://docs.qualflare.com/docs/administration/projects): create a project and find its settings
* [SSO & SCIM Provisioning](https://docs.qualflare.com/docs/administration/sso): sign-in and provisioning for Enterprise workspaces
* [Organize Test Cases](https://docs.qualflare.com/docs/test-management/create-test-cases): structure your test suite for team efficiency
* [Track Defects](https://docs.qualflare.com/docs/defects/manage-defects): collaborate on bug resolution