Visual Space manual, Spaces, Invite And Manage Members

This walkthrough invites someone into a Space, follows their response, and verifies the resulting membership. It is useful when a Space is growing or when a private community is ready to admit another member.

Before You Send An Invite

You need to be the Space owner or have delegated Space-management access. The recipient makes the final decision, so an invitation is not completed membership until they accept it.

Choose the invitation path that matches what you know. Use Find user to invite when the person already has a Visual Space account. Use Send invite by email when you have their email address instead.

For a private root Space, acceptance matters twice: it establishes the person's protected entry and adds the Space to their joined-spaces rail. A nested private Subspace or Activity has a different access workflow for people who already belong to the Space; see Manage Private Area Access. Privacy explains why entry remains separate from authority.

Invite An Existing User

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Open Space Settings - Enter the Space you manage, open Space Settings, and select Invites.

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Start the account search - Select Find user to invite, then enter a recognizable name or username in Search users....

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Handle an empty result - If the search shows No users found, check the spelling or use an email invitation instead. Do not assume that a similar-looking account is the intended person.

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Choose the recipient - Verify the profile identity in the results, then select Invite for the correct person.

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Confirm the sent record - Return to Invites and find the new entry. A newly sent invitation should appear with its recipient and current state.

Invite By Email

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Open the email flow - From Invites, select Send invite by email to open Create invite.

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Enter the address - Type the recipient's complete email address. The Send action remains unavailable while the field is empty or invalid.

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Correct validation feedback - If Please enter a valid email address. appears, fix the address before continuing. Resolve any character-limit warning as well.

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Check the time window - The dialog states that the invitation expires in seven days. Let the recipient know when a prompt response matters.

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Send the invitation - Select Send, then confirm that the email recipient appears on the Invites page.

Review The Invitation

The Invites page keeps sent records visible so a manager can distinguish an unanswered invitation from an accepted membership.

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Identify the inviter - Check the person shown under Inviter, especially when several managers can welcome members.

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Confirm the recipient - Read Email or Username and make sure the invite went to the intended account or address.

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Read the status - Use Status to see whether the invitation is still pending or has moved to another recorded state.

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Check the expiry - Read Expires for the remaining time. An expired entry can remain visible for review, but it can no longer be accepted as a valid invitation.

The status list is evidence of the invitation lifecycle, not a substitute for the member list. Members and Invites explains these related states in more detail.

Let The Recipient Respond

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Open the profile panel - The invited person signs in and opens their profile area. A pending-invitations counter appears when invitations are available.

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Open Your invitations - Select the invitation indicator and review the sender and target Space before choosing a response.

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Accept when joining - Use the acceptance control for the intended Space. A valid acceptance removes the pending invitation, creates joined membership, and refreshes the joined-spaces rail.

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Decline when not joining - Use the decline control when the person does not want the membership. Declining removes the pending invitation without joining the Space.

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Check for an unavailable invite - If the invitation is invalid, expired, or otherwise unavailable, Visual Space shows a warning instead of silently adding membership.

Acceptance does not assign a Role. In a private root Space it also supplies the protected root access needed to enter, but it still does not make the person an admin or moderator. The recipient can learn more about their joined state in Membership.

Verify The New Member

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Check the recipient's rail - After acceptance, confirm that the Space appears among the recipient's joined Spaces and opens normally.

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Open the member list - As the owner or a manager with Space-management access, return to Space Settings and select Members.

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Find the person - Browse the grouped member list or type their name into Search. Clear the search to restore the full list.

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Confirm membership - Make sure the accepted recipient appears as a joined member. Their group can reflect an existing Role relationship, but appearing in Members alone grants no added authority.

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Assign responsibility separately - When the person needs defined capabilities, use Roles and Permissions to choose or create the right Role and assign it deliberately.

Use the settled member list as the verification surface after acceptance; role grouping does not itself prove added authority.

The verified Members workflow supports browsing, searching, Role context, and owner handoff. This guide does not treat that page as a general membership-removal surface.

Common Problems

The person does not appear in search.

Check the query, then send an email invitation if you cannot identify an existing account with confidence.

The email invitation cannot be sent.

Resolve the visible email-format or character-limit feedback. Send becomes available only when the field contains an acceptable address.

The recipient cannot find the Space in their rail.

Confirm that they accepted the invitation rather than declined or merely opened it. Then check whether the invite had expired before acceptance.

The member joined but cannot manage anything.

That is expected unless their ordinary-member baseline or assigned Roles grant additional capabilities. Joined membership, private entry, and authority are separate decisions.

The person needs access only to a private child area.

First confirm that they already belong to the Space, then follow Manage Private Area Access at the exact Subspace or Activity boundary.

Result And Next Steps

The recipient is now either a verified joined member or has declined without joining. The inviter can review the recorded outcome, and accepted members can be found through Members and given only the Roles their responsibilities require.

If the new member will take final responsibility for the whole Space, follow Transfer Space Ownership. Ownership transfer is an explicit owner-only handoff, not an ordinary Role assignment.