People, roles and invitations in an Eklo workspace
The roles in an Eklo workspace, how owners and admins invite members, how anyone invites a guest, and how to accept an invitation.
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An Eklo workspace is one church's shared space for requests, tasks and chat, and everyone in it has a role, from owner to guest, that sets what they can do.
Everyone in your workspace is listed in Settings → People, on the Members and Guests tabs. Each tab shows how many people it holds. Click anyone to see their details.
Who belongs in a workspace
A workspace is for your church's staff and the volunteers who serve with them: the people who plan services, run ministries and work on tasks together. It isn't a directory of the whole congregation, so there's no need to invite everyone who attends.
When you ask Ask Eklo about "everyone", "all contacts" or "the team", it means these people, the members of your workspace.
Roles
| Role | What they can do |
|---|---|
| Owner | Everything an admin can, plus transferring ownership and deleting the workspace. Every workspace has exactly one owner. |
| Admin | Invite members, approve guests, change roles, assign people to teams, change workspace settings, and see every project, form and team channel. |
| Manager | Everything a member can, plus creating teams. Being a manager isn't about who reports to whom; that's set on its own. |
| Member | Use Chat, Tasks, Forms and Teams, create channels, projects and forms, and invite guests (an owner or admin approves them). |
| Guest | An outside collaborator. Sees only Chat and Tasks, and only the projects they were added to. Guests don't see channels. |
Invite a member
Who: owners and admins.
- Open Settings → People and click Add member.
- Enter their Name and Email, and pick a Role: Member, Manager or Admin. Each role says what it can do.
- Click Invite.
Eklo emails them an invitation. It works for 14 days, and only for the address you entered.
Invite several people at once
- In the Add member window, choose Several people.
- Under People to invite, put one person per line: a name and an
email, like
Ruth Park, ruth@yourchurch.org. You can paste rows from a spreadsheet too. Up to 100 people at a time. - Pick a Role for everyone.
- Check the preview. Lines with no email, a mistyped address or no name are marked, and so is anyone who's already a member, already invited or listed twice. Eklo skips those.
- Click Invite. Each line shows Invited, Already a member, or why it couldn't be sent. Click Done to close.
Pending invitations
Invitations that haven't been accepted yet are listed at the top of Settings → People, with the date each one expires.
- Resend emails a fresh invitation and restarts the 14 days. Links in earlier emails stop working. You can resend the same invitation up to 3 times an hour.
- Revoke cancels the invitation straight away. There's no confirmation.
An expired invitation shows an Expired badge. Click Resend to send a new one.
Invite a guest
Who: anyone in the workspace except guests. An owner or admin approves each guest before the invitation goes out.
- Open Settings → People and click Invite a guest.
- Enter their Name and Email.
- Under Add to projects, pick at least one project they should work in. You can only pick projects you can see.
- Optionally add a Note for the approver, then click Send invitation.
Owners and admins see the request at the top of Settings → People, under guest invitations waiting on you. Approve sends the guest their invitation; Decline drops it. You get a notification either way.
Change someone's role
Who: owners and admins.
In Settings → People, click the person, then choose Admin, Manager or Member from the role menu at the top of their panel. The owner's role can't be changed this way; see below.
Add someone to a team
Who: owners and admins.
In Settings → People, click the person, then Assign to team. To take them off a team, click the trash icon next to that team and confirm. See Teams.
Transfer ownership
Who: the owner.
- In Settings → People, click the member who should become the owner.
- Under Ownership, click Transfer ownership and confirm.
You become an admin. Only the new owner can transfer ownership back. Guests can't become owner.
Joining a workspace
When someone invites you, you get an email titled "Name invited you to Church on Eklo".
- Click Accept invitation.
- Sign in with the email address the invitation was sent to. If you're new to Eklo, this creates your account.
- Eklo opens the workspace in Chat.
If you're already signed in, your invitations also appear in a banner at the top of the app. Click Join or Decline.
If the invitation link doesn't work
| What you see | What to do |
|---|---|
| This invitation expired. | Ask the person who invited you to click Resend in Settings → People. |
| Different account. | You're signed in with another email. Click Sign out and switch account and sign in with the invited address. |
| Already answered. | The invitation was accepted, declined or revoked. Click Continue to eklo. |
| This link doesn't work. | The link is incomplete or was replaced by a newer one. Use the latest invitation email. |