Invite team members

Add colleagues to your workspace so they can capture, search, and collaborate on shared notes and collections. Bower invites are a link you copy and share — we don’t email the invitee for you. That’s deliberate: it keeps each invite traceable to a real conversation, lets you pick the channel (email, Slack, WhatsApp, in-person), and avoids triggering inbox-security filters on outreach mail.

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How to invite someone

The link is the bearer token — anyone holding it can attempt to accept. But Bower enforces a strict email match at accept time: the verified account email must match the address the invite was created for. If it doesn’t, the accept is refused with a clear “this invitation is for a different email address” message, and the invite stays open for the right person. A stale or forwarded link can’t be redeemed by anyone else. Invite links expire after 30 days. If a link expires, revoke it from Settings → Members and generate a new one.

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Roles

Bower has four workspace roles. Three are paid seats that count toward your subscription; the fourth is a free guest with a per-tier cap. A workspace must always have at least one Admin or Owner — Bower will block the last admin/owner from being downgraded or removed.

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Guest caps per plan

Guests don’t consume a paid seat, but they’re capped by your plan: When you hit the cap, the Guest option in the invite dialog is disabled with a prompt to upgrade or free up a slot.

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Paid ↔ Guest is “remove and re-invite”, not in-place

Changing a guest into a paid member (or a paid member back to a guest) is a billing-class change, not a role flip. There’s no in-place toggle for it — admins must remove the user and re-invite them in the new class. This is deliberate:

• Promoting a guest to paid is a Stripe-billable event that needs an explicit seat purchase, including a prorated-charge preview.
• Demoting a paid member to guest is a cancellation that should be a conscious decision (and may need a seat release).

Within the paid class, you can change roles freely (Member ↔ Admin, with Owner promotions reserved for the existing Owner).

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Pending invites

Open Settings → Members to see invites that haven’t been accepted yet. From there you can:

• Copy the link again if the invitee lost it.
• Revoke a pending invite. For a guest, the slot is freed immediately. For a pending paid seat, the seat is released and Stripe issues a prorated credit on your next invoice.

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What each role can see

Everyone in a workspace — including Guests — can see content that’s set to Anyone in this workspace privacy mode (the default). Two layers of access control then filter what individual people see beyond that:

• Workspace role — Guests are read-only across the board; Members, Admins, and Owners can edit at their role’s level.
• Per-entity privacy — any note or collection can be restricted to Only specific people or Just me. Restricted content is hidden from anyone not on the list, regardless of workspace role.

See Workspace permissions overview for how the two layers combine, and Sharing notes and collections for the Share dialog. Members and Guests cannot see notes or collections in your other workspaces — workspaces are fully isolated from each other.

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Changing a member’s role

Admins and Owners can change a paid member’s role from Settings → Members. Click the role next to a member’s name and pick Owner, Admin, or Member. (Owner is only available if you yourself are the Owner.) Guest is not in this menu — see the Paid ↔ Guest note above. A workspace must always have at least one Admin or Owner. If a change would leave the workspace without one, Bower blocks it.

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Removing a member

To remove someone, go to Settings → Members, find their name, and choose Remove. Their notes remain in the workspace — only their access is revoked. Only Admins and Owners can remove members. Removing a paid member drops your seat count for the next billing cycle. Removing a guest frees their guest slot immediately.