Members

Everyone on your team shares one Lightfield workspace, so each person’s emails, meetings and notes build the same CRM. Settings → Members is where you invite people, set their roles and remove them.

Who can use it

Members is on every plan. Only owners and admins see the Members tab; everyone else asks one of them to invite people or change roles.

Every plan has the Owner, Admin and Member roles. The Viewer role is on some plans; see Viewer seats. On Enterprise, a Groups tab sits beside the member list; see Groups and permissions.

Roles and seats

The role menu describes each role:

Role	In the role menu	Seat
Owner	Can manage members, change settings, and access all record data	Capture seat
Admin	Can manage members and change settings	Capture seat
Member	Can create and manage records	Capture seat
Viewer	Can view and query records	Viewer seat

A capture seat syncs that person’s mail and calendar and records their meetings. The page shows how many you use, for example 4 out of 5 capture seats used. Pending invitations also reserve seats; check the seat count before sending another invite. For what seats cost and how many your plan includes, see Billing.

What each role can do

These are role permissions. The workspace must also include the feature: see Sequences, Automations and Groups and permissions for their availability and additional controls.

Capability	Owner	Admin	Member	Viewer
View records and ask questions in chat	✅	✅	✅	✅
Create and edit records, notes and tasks, including a deal’s stage	✅	✅	✅	❌
Connect mail and calendar, record meetings, send sequences	✅	✅	✅	❌
Add or edit Workspace knowledge, create or edit automations	✅	✅	❌	❌
Invite people, change roles, deactivate members	✅	✅	❌	❌
Change workspace settings (General, Meetings, Data model, Pipelines, Billing, more)	✅	✅	❌	❌
Make someone an Owner	✅	❌	❌	❌

Keep at least two owners or admins, so someone can always manage the workspace if one is away.

Invite teammates

Before you send, Lightfield shows how many capture seats you’ll have left and asks you to confirm if the invite adds to your bill.

1. Go to Settings → Members.
2. Enter one or more work emails in Invite via email.
3. Choose a role and click Invite.

A message confirms how many people were invited, and each invite appears in the pending list as Invited as its role. Each person gets an email with a link to join. Once they join, ask them to connect their own mail and calendar in Settings → Mail and Calendar; nobody can connect another person’s mailbox for them.

From the pending list you can Resend an invitation, Revoke one that’s still pending, or Clear one that shows Invite expired.

Review requests to join

If your workspace is associated with your company’s email domain, a teammate who signs up with that domain may be offered Join or Request to join instead of waiting for an invite. Requests show in the pending list on Settings → Members.

1. Click Review request next to the person.
2. Choose their role, then click Confirm, or click Decline the request.

Change someone’s role

Moving someone to Viewer stops their mail and calendar syncing and affects work connected through their account. Read what changes when someone becomes a Viewer before confirming.

1. Go to Settings → Members.
2. Open the person’s role menu.
3. Choose Workspace owner, Admin, Member or Viewer. Only an Owner can choose Workspace owner; admins see Only owners can assign this role. You can’t change the role of the last Owner.

The new role applies as soon as you confirm. Moving someone to Viewer stops their mail and calendar syncing; Viewer seats lists everything that changes.

Deactivate someone

Deactivated people can’t sign in and don’t use a seat.

1. In Settings → Members, open the person’s role menu and choose Deactivate.
2. In Deactivate user?, click Deactivate.

They show as Deactivated in the member list. To bring them back, open the same menu and choose a role again.

Add your phone and LinkedIn profile

The Phone and LinkedIn fields on your member page tell Lightfield which LinkedIn and WhatsApp conversations involve you, so a direct message with your profile or number counts as yours instead of being matched to a contact.

1. Click the search icon at the top of the left sidebar, type your name, and select yourself.
2. Under Member details, click Phone (it shows No phone when empty) or LinkedIn (No LinkedIn) and enter your number or profile URL.

You can edit your own fields unless you’re a Viewer, and owners and admins can edit anyone’s. Connecting LinkedIn in External apps fills an empty LinkedIn field for you.

Change a member’s photo

Open the member’s record and click their photo. Choose an image, or select Upload photo or Remove photo when those options appear. The photo saves automatically; the same file requirements apply as on Profile.

Owners and admins can change any member’s photo. Members can change their own, including from Profile. Viewers cannot change photos.

Troubleshooting

”Already associated with another workspace”

A person can belong to only one Lightfield workspace, so the invite isn’t sent and you see 1 user could not be invited because they are already associated with another workspace. This usually means the teammate signed up on their own before being invited. Email support@lightfield.app to have them removed from the other workspace, then resend the invitation.

The invitation expired

Invitations expire after 7 days and then show Invite expired. Click Resend to send a new one. If you’re the person invited, ask an owner or admin to resend it.

The invite went to a different email address

An invitation is tied to the address it was sent to. Sign in with that exact address; Signing in covers using the wrong Google account. To use another address, ask an admin to revoke the invite and send a new one.

No seats available

When every capture seat is taken, Lightfield tells you before sending. Revoke a pending invite, deactivate someone, invite the person as a Viewer on plans that include Viewers, or add seats; see Billing.

My LinkedIn messages don’t show as mine

Lightfield recognizes you by the LinkedIn account you connected in External apps, or by the LinkedIn and Phone on your member page. If neither matches the conversation, add them as in Add your phone and LinkedIn profile.

For an API integration, see member lookup and assignment IDs.

Common questions

Should I join my company’s workspace or create a new one? Join the existing one. You can belong to only one workspace, so creating your own first makes joining later harder.

Who can invite new people? Owners and admins. If you can’t invite someone, ask one of them.

How many admins can we have? As many as you need. Admins use capture seats like members do.

Can I reactivate someone I deactivated? Yes. In Settings → Members, open their role menu and choose a role again.