In a Notta workspace, administrators can flexibly invite, manage, and remove members. This guide explains the basic operations for inviting members, checking their status, and removing them, enabling smooth management of your team workspace.
Prerequisites for using this feature
Plans: Available on Business Plan and Enterprise Plan
Roles: Configurable only by Owner and Admins
Platform: Notta Web
📨 Invite members
A workspace's maximum user capacity depends on the number of seats. Each user who accesses the workspace occupies one seat, no matter their role.
The number of seats doesn't always match the actual user count. When there are free seats available, you can keep inviting new users.
To learn how to add or remove seats, please see the help article "Add or remove seats".
First-time invitation
When inviting members for the first time, you have two options:
👤 Invite a small number of users:
You can manually enter email addresses directly in the Notta interface and send invitation emails. Users invited in the same batch are assigned the same initial role, but their role can be changed later if needed after they join the workspace.
- Log in to Notta Web version from your computer.
- Click your profile image in the top right corner and select Invite members, or click Invite members in the bottom left corner.
- The member invitation window will open automatically. If it doesn't appear, click Invite members in the top right of the "Members" screen.
- After selecting either Input emails separately or Input a list of emails, enter the email addresses of the invitees.
- Specify the role and the link expiration period, then click Send Invitations.
- The invitees will receive an email. By clicking the Join Now button or link, they will be automatically redirected to Notta.
- If the invitee already has a Notta account, they can log in via Log in to complete joining the workspace. If they do not have an account, they should create one via Sign up.
👥 Invite a large number of users:
For large groups, we recommend using the bulk invitation template provided by Notta. Pre-fill the template with email addresses, roles, and groups, then upload it to Notta. This allows you to add users in bulk according to the pre-set configurations.
- Log in to Notta Web version from your computer.
- Click your profile image in the top right corner and select Invite members, or click Invite members in the bottom left corner.
- The member invitation window will open automatically. If it doesn't appear, click Bulk Invite Members, then select Add New Members Only.
- Click Download to get the Bulk Member Invitation Template (XLSX file).
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Open the file with an XLSX-compatible editor (like Excel), enter the required information, and save the file.
Notes:
Do not delete the column headers.
Edit the Email address, Role, and Group starting from the second line.
Confirm that each email address is valid and accurate.
The member role can be left blank or set to either Member or Admin.
The group can be left blank.
To ensure upload quality, invite no more than 10,000 members at a time.
- Return to Notta, set the link expiration period, upload the file, and click Send Invitations.
- Notta will show the number of successfully invited users. If the invitation fails due to incorrect information or insufficient seats, a file detailing the reasons for the failure will be provided for you to download and review.
- The invitees will receive an email. By clicking the Join Now button or link, they will be automatically redirected to Notta.
- If the invitee already has a Notta account, they can log in via Log in to complete joining the workspace. If they do not have an account, they should create one via Sign up.
Resend invitation emails
If the invitation has expired, or if a user reports that they did not receive the invitation email, you can resend it.
To resend an invitation email, go to the member list, click the ︙ menu on the corresponding user's row, and select Resend invite / Reinvite.
Tip: To resend or re-invite multiple users at once, please refer to the "Bulk manage members and invitees" section of this guide.
Cancel invitation
Even after an invitation email has been sent, you can cancel it at any time before the user joins the workspace. Once canceled, the previously sent invitation link can no longer be used to join the workspace.
To cancel an invitation, go to the members list, click the ︙ menu on the corresponding user's row, and select Cancel invitation.
Tip: To cancel invitations for multiple users at once, please refer to the "Bulk manage members and invitees" section of this guide.
👣 Remove members
When a user is manually removed from the workspace by the owner or admins, ownership of the data they held is automatically transferred to the workspace owner.
Once the ownership is transferred, even if the user regains workspace access, their original ownership cannot be restored. To access previously owned data, they must request permission from the current data owner.
To remove a member, go to the members list, click the ︙ menu on the corresponding user's row, and select Delete.
Tip: To delete multiple users at once, please refer to the "Bulk manage members and invitees" section of this guide.
🛠️ Manage Members
Search Members
Use the search box at the top-left of the "Members" screen to find specific members by entering their username or email address.
Member statuses
The member list displays four types of statuses:
| Status | Description |
| Active | User has joined the workspace |
| Pending | Invitation email has been sent, but the user has not yet joined |
| Overdue | Invitation email has expired, and the user has not yet joined |
| Inactive | User's access has been suspended, typically due to insufficient seats |
You can also filter the displayed list by status.
Bulk manage members and invitees
You can perform actions such as removing, activating, canceling invitations, or resending invitations for workspace members and invited users in bulk. The system automatically filters eligible users based on the action you select.
The available actions and their applicable targets are as follows:
| Action | Applicable users |
| Remove | Active, Inactive, and Overdue users |
| Activate | Inactive users |
| Cancel invitation | Pending users |
| Resend Invite | Pending users |
| Reinvite | Overdue users |
Steps for bulk actions:
- On the Notta Web "Members" screen, click Batch operations at the top right and select the action you want to perform.
- To select all displayed users, check the checkbox at the top left of the list. To select users individually, click the checkboxes next to each user. The number of selected users will be shown at the beginning of the column header row as Number Selected.
- After confirming the users to be acted on, click the corresponding action button displayed to the right of Number Selected to complete the operation. Note that deleting members requires a secondary confirmation—please follow the on-screen instructions to finish.
Export member list
Workspace administrators can download the member list, allowing offline review, organization, and analysis in addition to on-screen management.
Steps to export:
- On the Notta Web "Members" screen, click the Export members list button in the top-right corner.
- If needed, filter members by status, then click Export.
- The file will be downloaded in XLSX format.
Change user roles
For information on changing user roles, please refer to the help article "User Roles".
💬 FAQ
Yes. However, workspace invitations can only be resent by the workspace Owner or an Admin. Please contact the workspace Owner or an Admin and ask them to resend the invitation. The Notta Support Team cannot do this on their behalf.