In brief: Settings → Team holds active members, pending invites, and join requests; you set roles and capacity there but never someone's name or photo.

Applies to: Owners and Admins. Leads and Members cannot invite people or act on join requests.

See also: User Roles Explained: Owner, Admin, Lead, and Member covers what each role can do, Joining an Existing Workspace: Invites and Join Requests covers the other side of an invite, and Managing Your Personal Profile: Name, Photo, Password covers what only the person can edit.

Settings → Team is where you manage your team members and everyone on their way in. It holds three groups in one place: the people who are already active, the invites you have sent that nobody has accepted yet, and the requests from people asking to join. You set roles and planning inputs here. You never edit anyone's name or photo, because those belong to the person.

You'll find it under Settings → Team. If you are still deciding who to bring in, we wrote up four ways to find the best freelancers for your team.

The rule that shapes this whole screen

A workspace manages participation, not personhood.

First name, last name, and profile photo belong to the person, and only they can edit them, in their own Profile. You can see them on the Team table. You cannot change them, and neither can an Owner.

This is not an oversight. Net Net is built for people who belong to more than one workspace. One agency renaming someone would break their identity everywhere else they work. So the line stays clean:

• Profile decides who a person is.
• Team decides how that person participates here.

What you can manage on a team member

Open a member's row and you can set:

• Role. Owner, Admin, Lead, or Member. See User Roles Explained: Owner, Admin, Lead, and Member for what each one does.
• Monthly Capacity. The total monthly effort you expect this person to have available for work in Net Net, not billable-only. The Capacity Dashboard preview reads this number, and My Performance uses it to draw that person's monthly progress bar.
• Typical Service Types. The kinds of work this person usually does, drawn from your Service Types and Service Groups. It is descriptive context for planning conversations and does not gate any calculation.
• Monthly Seat Cost. An Owner-level input. It never appears on a dashboard, in Performance, or in a report.

Name and avatar sit on the row as read-only. That is the identity rule doing its job.

Active and Inactive

The Team screen is organized by state rather than by date.

Active answers: who has access right now, or is in the process of getting it? It shows active members, pending invites, and pending join requests.

Inactive answers: who is explicitly not active, but still part of the record? It shows deactivated members, denied join requests, and blocked join requests.

Nothing important is hidden permanently. It is filed, not erased.

Pending invites

A pending invite is someone you have emailed who has not accepted yet.

While it is pending, the only thing Net Net knows about them is an email address. So the row shows the email, the role you picked, and the dates. There is no name and no avatar, because neither exists in confirmed form yet. The screen would be guessing, so it does not.

The rules worth knowing:

• An invite link expires after 7 days.
• It is tied to the email address you sent it to. Forwarding it to a colleague will not work, because Net Net checks that the email accepting matches the email invited.
• It works once. After someone accepts, the invite is closed.
• The role travels with the invite. Whoever accepts lands in the role you chose when you sent it.
• If the link expired or went to the wrong address, delete the pending invite and send a new one.

Where an invite can end up

An invite is in one of four states:

• Pending. Sent, still good, waiting on the person.
• Accepted. They are in. The invite drops off the pending list.
• Revoked. You deleted it before it was used. Only pending invites can be revoked, so once someone has accepted, deleting the invite is not how you remove them.
• Declined. The invited person turned it down.

What the invited person goes through

You send the invite. Here is the other half, which is worth knowing because it is where most support questions come from. Their side of it is written up in full in Joining an Existing Workspace: Invites and Join Requests.

They get an email and click through to a page that already knows which workspace and which role the invite is for. From there, Net Net picks the shortest honest path:

• No Net Net account yet? They create one on the spot, and because the invite already proves the email address, there is no separate verification code step. They set a password and land in your workspace.
• Already have an account? They log in and the workspace is added to their account.
• Logged in as someone else? The page tells them so and offers to log out, because an invite only works for the address it was sent to.

If they forget their password partway through, the reset email carries the invite along, so finishing the reset still lands them in your workspace. The invite does not get lost.

When the link does not work

If something is wrong, the page says which thing plainly rather than showing a generic error. The person will see that the invite has expired, is no longer available, was declined, that they already have access, or that the workspace is not available. Every one of those messages points them back to you for a fresh invite.

Deactivation, and bringing someone back

You do not delete people from a workspace as a normal administrative action. You deactivate them.

That is deliberate, and it comes down to history. If someone planned Jobs, logged time, or shaped how the work actually went, that record should survive them leaving. Deleting the person would leave holes in every report that touches their work. The same reasoning runs through the rest of the product, which is the subject of Why Some Things Can't Be Deleted: Archive, Retire, Move.

Deactivating someone:

• removes their access immediately
• leaves every record they touched intact
• keeps them visible in the Inactive view

Bringing them back

When a former teammate returns, reactivate them from the Inactive view in Team. Find their row and activate them. Their history, their role, and their place in every past Job come back with them.

Sending a fresh invite is not the way to do this. Because they already have a record in your workspace, a new invite will not restore their access, and it will not apply the role on the invite either. Reactivating is the path that works, and it is one click.

Join requests

Join Requests exist to solve a specific, annoying problem: someone signs up correctly, accidentally creates a second workspace for the same company, and now the team is split in two.

The principle behind the fix is one line.

Email domains suggest intent. They never grant access.

When someone registers with a work email whose domain matches an existing workspace, Net Net can suggest that workspace to them. Generic consumer domains never trigger a suggestion, so gmail.com, yahoo.com, outlook.com, hotmail.com, icloud.com, and aol.com addresses will not surface anything.

A suggestion is only a suggestion. The person can request access, request access to more than one matching workspace, or ignore all of it and create their own. Nothing happens to your workspace until a human here approves it.

The three states

Pending. Waiting on you. Approving converts the request into active membership immediately and drops it off the list.

Denied. Access was not granted, and that is not permanent. The request sits in the Inactive view, and you can approve or invite that person later.

Blocked. The stronger option. A blocked person cannot request access again. Blocked requests cannot be approved directly either. Unblock first, then approve.

A pending request also clears itself if the person gets into the workspace some other way, usually because you invited them directly while their request was still sitting there. No duplicate, and nothing left over to action.

Invites always win

An Owner or Admin can invite an email address directly at any time, even one that was denied or blocked before.

That is on purpose. Someone gets denied during a busy week, circumstances change, and onboarding should not be stuck behind a decision made a month ago. The invite overrides the old state.

More than one workspace on the same domain

Net Net supports this deliberately. One company can run several workspaces, all matching the same email domain.

Every matching workspace can be suggested, each request is independent, and approval happens workspace by workspace. There is no public directory of workspaces anywhere in Net Net, and there is not going to be one.

Frequently Asked Questions

Why can't I fix a teammate's name or photo?

Because identity belongs to the person, not to the workspace. Name and profile photo are edited only in that person's own Profile. Ask them to update it and it changes everywhere, including here.

How long is an invite link good for?

7 days, and it works once. It is also tied to the email address you sent it to, so it cannot be forwarded to someone else. If it expired or the address was wrong, delete the pending invite and send a fresh one.

A former teammate is coming back. Should I re-invite them?

No. Reactivate them from the Inactive view in Team. Because they already have a record in your workspace, a new invite will not restore their access or change their role. Reactivating brings back their access and their whole history.

Does the person I invite have to verify their email separately?

No. The invite already proves the address. Someone new creates their account straight from the invite page and lands in your workspace without a separate verification step.

Can I forward an invite link to a different person?

No. Each link is bound to the email it was sent to. Send that person their own invite from Settings → Team instead.

Someone says the invite link didn't work. What do I check?

Ask what the page told them. It names the reason: expired, no longer available, declined, already has access, or workspace unavailable. Expired or revoked means send a fresh invite. Already has access means they just need to log in with the invited email.

Why does a pending invite show no name?

Because until someone accepts, the only confirmed fact is the email address. Name and avatar appear once they accept and their Profile exists.

What happens to someone's work when I deactivate them?

It stays exactly where it is. Deactivation removes access and preserves history: their time, their tasks, and their part of every Job remain intact.

What is the difference between denying and blocking a join request?

Denying says not right now. Blocking says not again. A denied person can be approved or invited later. A blocked person cannot request access again, and their request has to be unblocked before it can be approved.

Does a matching email domain let someone in automatically?

No, never. Domain matching only suggests which workspace someone probably meant. An Owner or Admin has to approve every request by hand.

Related articles

If you are setting a workspace up for the first time, Creating Your Net Net Workspace: The Three Setup Steps comes before this screen, and Teammates and Billing: Why Adding People Costs Nothing explains why growing the team never changes what you pay. User Roles Explained: Owner, Admin, Lead, and Member covers what each role you assign here can actually do, and Managing Your Personal Profile: Name, Photo, Password is where a teammate goes to fix the name or photo you cannot edit for them. When someone is on their way out, Moving a Task Without Losing Its Time or History shows how to hand their work over before you deactivate them.

Updated on: 08/04/2026