Inviting and adding members

There are several ways to invite and add members to work with you in Podio.

You can click the +Invite button at the top of any workspace activity stream. Pick contacts from services like Google or type the email address of anyone you want to add to the workspace.

You can select people to add to workspaces from your global Contacts list at the top of Podio.

1. Find the user that you want to add in the list.
2. Click Actions and then Add in the menu.
3. Choose which workspace to add them to.

Note: The free version of Podio is limited to 5 employees and 5 external members across all of your workspaces. If you have 5 employees or external members in your workspaces, you can remove members to make room for more. You can also upgrade to any subscription level.

Removing members

You can remove members from workspaces on the User Management page. If your organization has upgraded, you can remove members from your entire organization.

Alternatively, you can also ask the member to leave the organization. They can click the wrench icon next to the organization name on the left, then choose Leave organization.

Remove members from workspaces

Only workspace administrators can remove members from a workspace. To learn more about admin roles, see Member roles in workspaces.

1. Navigate to a workspace’s main Activity page and look for the tile showing all the member thumbnails.

2. Hover over that box to see the wrench appear in the top-right corner. Click it, and then click Manage Members.

   

3. Find the unwanted member of the workspace in the list that appears. Click Actions then Remove from workspace.

Remove members from all workspaces in an organization (upgraded organizations only)

1. Hover over the name of the organization in the left side bar and click the small wrench icon that appears.
2. Click User Management and find the user you’d like to remove.
3. Click Remove from org.

You can also ask the member to leave the organization. They can click the wrench icon next to the organization name, and then click Leave organization.

Remove workspace admins from an organization

To remove a member of the organization when that member is the only admin of a workspace, follow this process:

1. Click the wrench icon to the right of the Organization name in the left navigation.
2. Navigate to User Management and click to remove the member. A warning tells you that this user is the only admin and that another user is promoted to admin.
   • If you, the organization admin, are a member of the same workspace, you become the workspace admin.
   • If you aren’t a member of the workspace, other organization admins who are members of the workspace become admins.
   • If no organization admins are members all regular members of this workspace are promoted as admins.
   • If no regular members are in the workspace, all members of this workspace are promoted as admins.

Note: When you remove someone from your organization, their history and any content they have created isn’t deleted. Everything the user created or commented on remains as it was before they were removed.

If the user you remove is the last member of a workspace, the workspace is deleted from your organization. You’re warned before removing the user.

Member roles in workspaces

In Podio, there are different types of admin roles and member roles. We have two types of admins: the workspace admin and the organization admin.

Workspace admin

Being an administrator in an organization doesn’t automatically make you an admin in all workspaces. Become an admin by creating the workspace or asking a colleague to promote you to be an admin.

When you’re an administrator of a workspace, you can change any member’s role in the workspace. Click the small wrench icon on top of your workspace activity stream, then click Manage Members.

The roles are:

• Light user (Plus and Premium only)
• Regular user
• Workspace Administrator user

The following is a summary of the actions that users can perform with the different of user roles.

Related to these roles is the role of guests. Guests are users that have been invited to selected items using the share item tool. They can edit and comment on these specific items, but can’t see anything else within the workspace. That includes the full list of members, other information in the app, or other apps in the same workspace.

Organization admin (upgraded organizations only)

In an upgraded organization, the organization admin has access to the User Management tool. The organization admin can decide and lock down the organization name and URL using the organization settings. The organization admin is separate from the other roles. The workspace admin assigns the organization admin one of the roles listed previously.

The following is a video on how to change the roles:

[Video]

User management

In an upgraded Podio organization, organization administrators have access to the User Management page. Click the wrench icon to the right of your organization name in the left navigation, then click User Management.

If you don’t see the User Management option in the wrench icon menu, then your organization is ShareFile. In this case, users are added or removed from your ShareFile account instead of through Podio.

From the Podio User Management page, you can:

• View all members in your organization, and when they were last logged in.
• Designate more admins for your organization. External members can’t be admins.
• Remove members and guests from your organization.
• View the workspaces that your members are a part of, and their roles within them.

Note: You must be a member in at least one workspace to have access to the User Management tool. If you aren’t a member in a workspace, you see an error stating that you aren’t an admin. To fix this error, you can either join an existing workspace or create one.

Employee network

The Employee Network is a place to communicate with your entire company. With your Employee Network’s activity stream, you can share status updates, files, questions, links, images, and even tasks. Share something in the Employee Network instead of using internal email to share and discuss things with the entire organization.

Unlike workspaces for specific groups of people working on projects or ongoing processes, the Employee Network connects your whole company. Podio adds members to the Employee Network based on your company email address. For example, john@yourcompany.com would join the YourCompany Employee Network.

You can add an unlimited number of co-workers from your company to your Employee Network. They can also join it by signing-up for Podio using the same company email address.

Adding members to employee network

1. Navigate to your Employee Network in the left navigation.
2. In the top right corner of the Employee Network page, click Invite below the existing members of the Employee Network.
3. Add your contacts from Google or manually enter the email addresses of the people you want to invite.

If you have multiple domain names, contact support and we are happy add your other domains for you. To contact support, Submit a request.