People & access
Inviting teammates, roles and permissions, Google sign-in, and how access control works in your KnowledgeRetention workspace.
Updated 2026-08-26
How do I invite someone (including Google users)?
Admins: open People → Invite someone → enter their email and pick a role. The invitee simply creates an account with that exact email — using email + password OR “Continue with Google” (if their Google account uses that address). No invite link to forward. After two-factor setup they land straight in the workspace. Invitations expire after 14 days.
What do the roles mean?
Viewer and Editor: read the knowledge base and ask questions. Admin and Owner: everything — create roles, run captures, organize, edit/delete knowledge, generate continuity briefs, invite people, export data. Capturing and exporting are deliberately admin-only.
How do I change someone's role or remove them?
Admins: open People — each member row has a role selector and a Remove button. Removal takes effect immediately; if the person signs in again they land in the approval queue, not the workspace. Owner changes are owner-only, and the last owner can never be demoted or removed — make someone else an owner first. On plans below Community, one admin is included; more admins need Community.
What is a designated successor?
An admin can name a successor on the Continuity page. That person holds a standing invitation (valid one year): if they ever need to step in, they sign up with the named email — password or Google — pass two-factor setup, and inherit admin access automatically.