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Manage everyone who has access to your workspace from the Access page. Add people and give them a workspace role to create, edit, and publish guidelines together. On Enterprise plans, organize people into groups and add email domains to control who can view your published guidelines.
Workspace Overview 07

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The Access page

Select Access at the top of the dashboard sidebar to open it. Any member with a workspace role can view the Access page, but only Owners and Admins can add, edit, and remove members. The page lists every member of the workspace. There are three types of members:
  • Individuals: A single person, identified by their email address.
  • Domains Enterprise Everyone with an email address at a domain, such as @acme.com.
  • Groups Enterprise A named collection of individuals and domains, such as “Marketing” or “Agency partners”.

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Filter and sort

Use the left column to narrow the list. Each filter shows how many members it contains.
  • All: Every member of the workspace.
  • Sort: Order the list New to old or Old to new.
  • Group, Domain, and Individual Enterprise Show only one type of member.
  • Admin, Designer, Content editor, Commenter, and Viewer: Show only people with that role. The Admin filter also includes the workspace owner. Viewer is available on Enterprise plans.
Use the search field above the list to find a member by name, email, or domain.

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Select multiple members

Hold command (Mac) or ctrl (Windows) and click members to select several at once, or hover over a member and select its checkbox. Use Select all to select every member in the current filter.
Access Multi Select
With members selected, an action bar appears at the bottom of the page showing how many are selected:
  • Group Enterprise :Add the selected individuals and domains to one or more groups, or create a New group. Unavailable when only groups are selected, since groups can’t contain other groups.
  • Cancel: Clear the selection
  • Delete (trash icon): Remove the selected members from the workspace

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Add people

Access Add People
1

Open Access

From the dashboard sidebar, select Access
2

Add people

Select Add people, then enter one or more email addresses or email domains (such as acme.com), separated by commas. Select Add to add them to the recipients list.
3

Grant a workspace role

Hover over a person in the recipients list and select Grant workspace role to choose their role. People you want to edit or manage guidelines need a role.
4

Confirm

Select Done

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What to expect

  • People given a workspace role receive an email invite to join the workspace. They appear on the Access page right away.
  • People added without a role are not invited to edit. They can still be allowed to view sign-in required guidelines. Learn more about Allowed viewers.
  • Domains can’t be given a workspace role. They are used to allow everyone at a company to view sign-in required guidelines.
  • If someone is already in the workspace, they’re flagged and left out of the recipients list.

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Import people

Add many people at once by uploading a .csv file.
1

Open import

From the Access page, select the import icon beside Add people
2

Choose a file

Drag and drop or select a .csv file. Standards finds every email address and email domain in the file and shows how many it found. Headers, names, and other columns are ignored, so exports from spreadsheets and mail clients work as they are.
3

Optional: Add to a group

Under Group membership, choose a group to add the imported people to.
4

Confirm

Select Import
Imported people are added without a workspace role. Open a person to give them a role, or add them to a group that has one.

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Groups

Enterprise Groups make it easy to manage access for many people at once. Give a group a workspace role and every member of the group receives it. Allow a group to view a guideline and every member can view it.
Access Groups

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Create a group

1

Add group

From the Access page, select Add group
2

Name the group

Enter a name for the group
3

Optional: Choose a role

Choose a workspace role for the group. The role applies to every member of the group.
4

Add members

Select the Members tab, then search for existing members or type in new email addresses and domains
5

Save

Select Save
You can also select members on the Access page, then select Group from the action bar to add them to a new or existing group.

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Keep in mind

  • Groups can contain individuals and domains, but not other groups.
  • Groups that contain a domain can’t be given a workspace role.
  • A person keeps the strongest role they have. If someone is a Commenter but belongs to a Designer group, they have Designer access, and roles weaker than the group’s role are unavailable for them.
  • Deleting a group removes the access its members inherited from it.

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Member details

Access Member Details
Select any member to open their details.
  • Role: The member’s workspace role. Choose None to remove their role while keeping them in the workspace.
  • Group membership Enterprise The groups this person belongs to. Add or remove groups from here.
  • Access: A summary of what the member can do, including whether their access is inherited through a group.
Select Save to apply your changes.

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Activity

Select Activity in an individual’s or domain’s details to see which guidelines they’ve viewed and when. For a domain, each view shows the email address of the person who viewed it.
  • Choose a guideline from the dropdown to see views of a single guideline, or All to see every view
  • Sort the list New to old or Old to new
  • Select the export icon to download the activity as a .csv file with the date, time, guideline, email, and activity of each view
Learn more about tracking views of a guideline in Tracking.

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Remove a member

1

Open the member

From the Access page, select the member
2

Delete

Select the 3-dot icon beside their name, then select Delete. To delete a group, select it on the Access page and select the trash icon in the action bar.
3

Confirm

Confirm the removal. Removing an individual removes their access to the workspace. Removing a group or domain removes the access of everyone who had it through that group or domain.
To remove several members at once, select them on the Access page and select Delete from the action bar.

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Members from your identity provider

Members and groups created by your organization’s identity provider using SCIM show a label with the provider’s name. They are managed by the identity provider, so they can’t be deleted from Standards, and identity provider groups can’t be chosen when adding people to groups in Standards. Change their details and group membership in your identity provider instead. You can still give identity provider members and groups a workspace role, and allow them to view guidelines.

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Roles

There are five workspace roles that affect permissions: Owner, Admin, Designer, Content editor and Commenter. Members without a role have no access to the workspace, but can be allowed to view guidelines.
Access Role

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Owner

An Owner is the account that created the workspace and is responsible for billing. Owners have access to all areas of their workspace. There can only be one workspace Owner. To transfer workspace ownership, contact [email protected].

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Admin

Admins can manage the workspace and create, edit, and publish all guidelines in it. They have the same permissions as the Owner, minus the ability to delete the workspace.

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Designer

Designers can create, edit, and publish all guidelines in the workspace, but can’t manage workspace access or settings. The intent of this role is for members that will be designing and building guidelines.

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Content Editor

Content Editors can edit copy and media in all guidelines in the workspace, using the content and comment modes of the editor. The intent of this role is for members that only need to edit copy, swap imagery, and add comments.

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Commenter

Commenters can view and comment on all guidelines in the workspace, using the comment mode of the editor. The intent of this role is for members that only need to add and review comments.

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None

Members with no role are not part of the workspace team. They can be allowed to view sign-in required guidelines, and are listed under the Viewer filter. Learn more about Allowed viewers.

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Role comparison

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Change a member’s role

Owners and Admins can change the role of workspace members. Tip: When inviting a client to a workspace, we suggest creating a new one or having them create one and invite you to it.
1

Open Access

From the dashboard sidebar, select Access
2

Open the member

Select the member whose role you want to change
3

Choose role

Select the role dropdown and choose the new role, then select Save

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FAQ

Members with a workspace role can create, edit, and publish guidelines. Typically these are members of a design team. Viewers are people allowed to see a published guideline on the web. They don’t need a workspace role, and can be added as individuals, domains, or groups. Learn more about Allowed viewers.
Yes, anyone can be added to workspaces. Keep in mind all members with a workspace role can browse, manage, see comments, and enter the editor of all guidelines within the workspace. We suggest creating a new workspace to invite clients and outside partners to.
No. Comments are added within a guideline’s editor, not from the live website URL. The Commenter role can only leave and review comments, and is ideal for collaborators when working as a team.
The Members page is now the Access page. Links to the old page open the Access page.