Members, roles, invitations and the activity log

Invite people to an organization workspace, set their roles, manage seats, and review the organization's activity log.

An organization workspace is shared by its members, and each member has a role: owner, admin or member. Owners and admins invite people, remove them and review the activity log from the organization's settings. Inviting people needs an organization on the Team, Enterprise plans.

Before you start

Switch to the organization workspace. Its settings only open while the organization is your active workspace. See Workspaces.
You need to be the owner or an admin. Members do not get the organization's settings sections: for them the settings rail lists only Plans and Credits & Billing under the organization's name.
Check that a seat is free, or be ready to add one. See the Seats section below.
Know the email address the person signs in with. An invitation can only be accepted by an account with the invited email address.

Roles

Every organization has one owner. Everyone else is an admin or a member.

Owner: does everything an admin can, and is the only role that can invite admins, change a person's role, remove admins, transfer ownership, and open the Subscription section of the organization's settings.
Admin: opens the organization's settings, invites members, revokes invitations, removes members, and reads the activity log. An admin cannot invite or remove another admin, and cannot change anyone's role.
Member: has no access to the organization's Members or Activity sections.

Steps

Open Settings and select Members in the rail under your organization's name.
Under Send an invitation via email, enter the person's email address.
Choose a Role: Member or Admin. Only the owner can invite an admin, so an admin sees only Member in the menu.
Select Send invite.
If the organization is out of seats on a Team subscription billed through Stripe, a dialog shows the price of another seat. Select Add seat and send invite to buy the seat and send the invitation, or Cancel to send nothing.

Result

The page shows Invitation sent with a Copy invite link button for a few seconds, and the invitation appears under Pending invitations with its role and expiry date. devlin.ai emails the person a link to the invitation. If the email does not arrive, use Copy link on the pending invitation and send the link yourself.

If the address already belongs to a member of the organization, or already has an invitation in the list (pending or expired), the invitation is refused with "An invitation could not be created for this email." The message is the same in both cases. For an expired invitation, use Resend invite or revoke it first.

There is an hourly limit on how many invitations an organization can send. Past it you see "Too many invitations. Please try again later."

Invitation expiry, resending and revoking

An invitation is valid for 7 days from the moment it is sent. After that the link stops working, and the invitation no longer holds a seat.

An expired invitation stays in the Pending invitations list with an Expired badge and a Resend invite button. Once it has been expired for more than 30 days it is removed from the list.
Resend invite creates a new link, emails it, and makes the invitation valid for another 7 days. Links from earlier emails stop working. Only the owner can resend an invitation for the admin role. Resending an expired invitation takes a seat again, so it is checked against the seat limit like a new invitation. Resending never buys a seat: on a Team subscription with no free seat you see "Your team is out of seats. Remove a member or another pending invitation, or revoke this invitation and send a new invite to add a seat."
To revoke, select Revoke on an invitation, then Revoke invitation to confirm. The invitation is deleted and its link stops working immediately. Owners and admins can revoke any invitation that has not been accepted.
If the person you invited changes their devlin.ai sign-in email before accepting, the invitation is cancelled: it leaves the list, frees its seat, and its link stops working. Send a new invitation to their new address.

Accepting an invitation

The link in the email opens the invitation page. What the invited person sees depends on the state of the invitation and of their sign-in.

Not signed in: the page names the organization and the role, with a Sign in to join button. After signing in, the person is brought back to the invitation.
Signed in with the invited email address: the page shows an Accept invitation button. Accepting adds the person to the organization with the invited role, makes the organization their active workspace, and opens the dashboard.
Signed in with a different email address: the page shows Signed in as a different account and a Sign out and switch button, which signs the person out and opens sign-in so they can use the invited address. Upper and lower case in the address do not matter. The page does not reveal which address was invited.
Already a member: someone who is signed in with the invited address and already belongs to the organization is sent to the dashboard.
Invalid link: the page shows Invalid invitation with a Go to dashboard button when the link is unknown, has expired, was revoked, was replaced by a resend, or was already accepted. Ask an owner or admin for a new invitation.

Accepting can still be refused:

If the organization's seats were reduced after the invitation was sent and every seat is now filled by a member, the person is not added and is told that no seat is available.
If single sign-on is required for the person's email domain and they signed in another way, they see "Your organization requires single sign-on. Sign in through your organization's SSO, then open this invitation again." See SAML SSO and multi-factor authentication.

People who sign in through an organization's SAML SSO connection are added to that organization at sign-in, without an invitation.

Change a role

Only the owner can change roles. In Active members, use the role menu on a person's row to switch between Admin and Member. The change applies as soon as you pick it, with no confirmation. The owner's own row shows Owner and has no menu. To make someone else the owner, transfer ownership.

Remove a member

In Active members, select Remove on the person's row, then Remove in the Remove member dialog. Their membership is deleted and they lose access to the organization immediately.

The owner can remove admins and members.
An admin can remove members. Admins do not see Remove on the rows of other admins or on their own row.
The owner cannot be removed. Transfer ownership first.

A member or admin can also leave on their own from Settings → Workspaces, under Organizations you belong to. See Leave an organization.

Transfer ownership

Only the owner can transfer ownership, and only to someone who is already a member of the organization.

In Active members, select Make owner on the person's row.
In the Transfer ownership dialog, select Transfer ownership.

The person becomes the owner and you become an admin. The organization's billing contact email changes to the new owner's address. You are then taken to the dashboard. The transfer cannot be undone by you: only the new owner can transfer ownership back.

Seats

A seat is used by every member of the organization, including the owner, and by every invitation that is still valid. Expired invitations do not use a seat. What happens when you run out depends on the plan.

Seats on a subscription

This applies to organizations on the Team plan.

The plan includes 5 seats and can grow to 15. Members and valid invitations together can never exceed 15. Past that, the invitation is refused and the message points you to the Enterprise plan.
Custom seat counts: if devlin.ai has set a seat count for your organization, that count is the limit instead. An invitation past it is refused with a message that names the limit and asks you to contact us. Up to that count, a subscription billed through Stripe still buys each seat past the ones it already has.
The top of the Members section shows how many seats are used out of the seats on the subscription, with the number of pending invitations in brackets, and either the seats remaining or the notice "Sending another invite will add a seat to your subscription."
Adding a seat: there is no separate control for buying seats. When every seat is used, sending an invitation opens a dialog with the price of a seat for the subscription's billing cycle (per month, or per year on an annual subscription). Confirming with Add seat and send invite adds a seat to the Stripe subscription, charges a prorated amount for the rest of the current billing cycle, and sends the invitation. Owners and admins can both do this.
Releasing a seat: when you remove a member, when a member or admin leaves the organization, when you revoke an invitation, and when an invitation expires, seats beyond the included 5 that are no longer needed are taken off the subscription. Expired invitations are checked once a day.
Invoiced subscriptions: if your Team plan is billed by invoice instead of through Stripe, no seat can be bought from the Members section: an invitation sent when every seat is used is refused with "Your plan's seats are managed on your agreement. Contact us to add seats." If devlin.ai has set a seat count for your organization, you can invite up to that count.
The owner sees the current seat count in the Subscription section. On a subscription billed through Stripe, its Manage Subscription button opens the Stripe customer portal for billing, payment method and invoices.

Seats set by agreement

On the Enterprise plan, the number of seats is set by your devlin.ai agreement. You can invite people while members and valid invitations together are below that number. If no number is set for your organization, invitations are not limited by seats. At the limit, an invitation is refused with a message that states the limit, and you remove a member or a pending invitation or contact devlin.ai to add seats. The Members section does not show a seat counter on this plan. The owner sees the seat count in the Subscription section.

Organizations without a subscription

An organization on the Free plan has a seat limit of 1, and the owner counts toward it, so invitations are refused until the organization is on one of the Team, Enterprise plans. The owner upgrades from Plans in the settings rail.

Asking the owner to upgrade

Admins cannot change the organization's plan or billing. In their place, while the organization is on neither Team nor Enterprise, an admin sees a Request upgrade from owner button on the Team plan card under Plans. Once the organization is on one of those plans, the card shows "Billing is managed by the workspace owner." instead. The button emails the owner with the organization's name and the admin's name and email address, and shows "Request sent to the workspace owner." Members do not get this button.

The activity log

Owners and admins can open Activity in the settings rail to see changes to the organization, newest first. Each entry shows what happened, the email address of the person who did it (or "System" when there is none), and the date and time. The list loads a page at a time. Select Load more for older entries.

The log records:

The organization being created, and changes to its name or URL.
Invitations sent, resent and revoked.
Members joining, leaving, being removed, and having their role changed.
Ownership transfers.
A simulation being transferred into or out of the workspace.
Learner identity collection being turned on or off, and changes to where it applies.
Power BI export API keys being created and revoked.
MCP activity: the MCP server being turned on or off, access tokens created and revoked, changes applied by an AI tool, and changes to live content that were requested, approved or denied.

Email addresses are stored with each entry, so an entry stays readable after the person leaves the organization. The log is read-only, and it cannot be searched, filtered or exported from the app.

AI tools over MCP

An AI tool connected through the MCP server cannot invite or remove people, change roles, transfer ownership or buy seats. Those actions are made by a person in Settings.