Managing team access in your workspace

From the Advanced plan on, several people can work in one shared workspace. This article shows you how to invite team members, give them a role and websites, resend pending invitations, and remove access again, and what happens to access that ends up above the limit after a plan change.

Team seats by plan

How many people can work in the workspace besides the account owner depends on your plan:

Pending invitations take up a seat. On Essential, the Mitglieder (Members) page shows the notice “Dein Tarif enthält keine zusätzlichen Teamzugänge. Teamzugänge gibt es ab Advanced.” (Your plan does not include additional team seats. Team seats are included from Advanced.) with the Tarife ansehen (View plans) link.

The account owner and anyone with write access to Team und Rollen (Team and roles), for example with the Admin role, can invite people and manage access. A person’s role determines which areas they can view and edit. The contract and billing stay with the main account. To learn which roles exist and how to create custom roles, see What can admins and members do?

Inviting a member

1. In the sidebar, open Einstellungen → Mitglieder (Settings → Members).
2. In the Personen mit Zugriff (People with access) card, click Einladen (Invite).
3. In the Workspace-Mitglied einladen (Invite workspace member) dialog, under Zugriff auf (Access to), choose either Workspace or Bestimmte Websites (Specific websites).
4. With Bestimmte Websites, select at least one website under Websites.
5. Enter the person’s E-Mail-Adresse (email address).
6. Under Rolle (Role), choose a suitable role. Viewer, the view-only role, is preselected.
7. Confirm with Einladen.

With Workspace, the person gets access to all current and future websites in the workspace. With Bestimmte Websites, they see only the selected websites, and their role applies within that selection. Team, billing, and workspace management stay locked for them. Websites added later aren’t shared automatically.

Bestimmte Websites is available from the Premium plan. On Advanced, the dialog shows “Zugänge auf bestimmte Websites gibt es ab Premium.” (Access limited to selected websites is included from Premium.) there instead. Custom roles in addition to the standard roles are available on Enterprise.

A quicker way is Mitglieder einladen (Invite members) under Setup in the sidebar. It opens the same dialog directly and only appears if you’re allowed to invite people.

KI Score sends the person an invitation by email. The table then lists them with the status “Einladung offen” (Invitation pending), and with “Aktiv” (Active) once they accept. The “Beigetreten” (Joined) column shows since when the person has been part of the team. The Zugriff (Access) column shows Alle Websites (All websites) or the shared websites. You can change a person’s role at any time directly in the Rolle column. To change the shared websites, use Zugriff bearbeiten (Edit access) in the row’s actions menu (three dots). Changes apply immediately.

You can only invite an existing KI Score account if it is empty, meaning it has no websites of its own, no credit history, and no subscription of its own. Otherwise you see the message “Dieses Konto verwaltet bereits eigene Daten oder gehört zu einem anderen Team.” (This account already manages its own data or belongs to another team.)

Resending an invitation

If the person didn’t receive the email or overlooked it, resend the invitation:

1. Open Einstellungen → Mitglieder.
2. In the person’s row, click the actions menu (three dots).
3. Select Einladung erneut senden (Resend invitation).

This action is only available while the invitation has the status “Einladung offen”.

Removing access

1. Open Einstellungen → Mitglieder.
2. In the person’s row, click the actions menu (three dots).
3. Select Zugang entfernen (Remove access).
4. In the Workspace-Zugang entfernen? (Remove workspace access?) dialog, confirm with Entfernen (Remove).

The person immediately loses access to all clients and reports in the workspace. What happens to their account depends on how it was created:

• Account created through the invitation: The account is deleted. This also applies if the person has already accepted the invitation.
• Account existed before the invitation: The account is kept and starts over without data, as after a new sign-up.

You can’t remove the account owner’s access on this page.

Seats taken

On every plan, the Mitglieder page shows how many seats are taken, for example “3 von 5 Plätzen belegt” (3 of 5 seats taken). Pending invitations count too. The invitation dialog also shows how many seats are still free, for example “2 von 5 zusätzlichen Zugängen frei.” (2 of 5 additional seats free.)

Once all seats are taken, you can’t invite anyone else. The invitation dialog then shows “Alle zusätzlichen Workspace-Zugänge sind belegt.” (All additional workspace seats are taken.), and the input field is disabled. If the limit has already been reached when you send an invitation, KI Score rejects it, on Advanced for example with “Dein Tarif enthält 2 Teamzugänge neben dem Inhaber, und die sind belegt. Mehr Zugänge gibt es in einem größeren Tarif.” (Your plan includes 2 team seats besides the owner, and they are taken. A larger plan includes more seats.) You can remove an existing seat to make room or move to a larger plan. More than 10 seats are agreed in the Enterprise contract; sales at sales@kiscore.ai is your contact for that.

Resting access after a plan change

If you move to a smaller plan, KI Score doesn’t delete any members. If the workspace has more members than the new plan has seats, the members who were invited first keep their seat, and the others rest. The Mitglieder page lists them with the status “Ruht” (Resting), and a notice above the list explains why. Resting members only see the notice “Dein Zugang ruht” (Your access is resting) in the dashboard and can reach their own account, but no workspace data. As soon as you remove members or move to a larger plan, the access is active again right away.

For website access and custom roles, the following applies after the change:

• Access limited to specific websites stays frozen below Premium. The selection can only be removed or extended to the whole workspace. Under Zugriff bearbeiten, the dialog then shows “Die Auswahl bleibt in deinem Tarif eingefroren. Du kannst den Zugang auf den ganzen Workspace erweitern oder das Mitglied entfernen.” (The selection stays frozen on your plan. You can extend the access to the whole workspace or remove the member.)
• A custom role stays assigned below Enterprise until you replace it with a standard role. New custom roles can’t be created then.

The end of an Enterprise contract doesn’t remove any members either. They rest above the seats of the new plan until a seat becomes free or you move to a larger plan again.