---
title: Members | Lightfield
description: Invite teammates, choose each person's role, see how many capture seats you use, and deactivate people who leave.
---

Everyone on your team shares one Lightfield workspace, so each person’s emails, meetings and notes build the same CRM. [Settings → Members](https://crm.lightfield.app/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](/help/settings/members/viewer-seats/index.md). On Enterprise, a **Groups** tab sits beside the member list; see [Groups and permissions](/help/settings/members/roles-and-permissions/index.md).

## 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](/help/settings/billing/index.md).

### What each role can do

These are role permissions. The workspace must also include the feature: see [Sequences](/help/sequences/index.md), [Automations](/help/automations/index.md) and [Groups and permissions](/help/settings/members/roles-and-permissions/index.md) 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](https://crm.lightfield.app/crm/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](https://crm.lightfield.app/crm/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](https://crm.lightfield.app/crm/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](/help/settings/members/viewer-seats/#change-a-member-to-a-viewer/index.md) before confirming.

1. Go to [Settings → Members](https://crm.lightfield.app/crm/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](/help/settings/members/viewer-seats/#change-a-member-to-a-viewer/index.md) lists everything that changes.

## Deactivate someone

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

1. In [Settings → Members](https://crm.lightfield.app/crm/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](/help/settings/external-apps/index.md) 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](/help/settings/profile/#change-your-profile-photo/index.md) apply as on Profile.

Owners and admins can change any member’s photo. Members can change their own, including from [Profile](/help/settings/profile/index.md). 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](/help/getting-started/signing-in/index.md) 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](/help/settings/billing/index.md).

### 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](#add-your-phone-and-linkedin-profile).

For an API integration, see [member lookup and assignment IDs](/using-the-api/members/index.md).

## 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.