People and access
Groups, project access, links, invitations and activity history
Who can create groups, restrict projects, revoke links and resolve comments, how long invitations last and how long activity is kept.
Reviewed on November 14, 2026
Before you start
- Workspace owner or admin for groups, project access and invitations.
Quick task overview
Start with these steps. If the task has more steps, they appear right below.
- Step 1
Groups: owners and admins create, rename and delete groups and add or remove people who are already in the workspace. People added to a group get an email. Groups are used to open restricted projects and to limit integrations to a group.
- Step 2
Project access (Operations and Custom): a project can apply to the whole workspace or be restricted. A restricted project is visible to owners, admins, the person who created it and the people or groups added to it. Only owners and admins change this access; people added get an email.
- Step 3
Owner: the app does not let anyone change the owner's role or remove the owner from the workspace, not even an admin. There is no ownership transfer in Settings; to change the owner, contact support.
Step by step
- 4Activity history: actions such as review created, version uploaded, decision recorded and stage changes appear in the review history. The workspace keeps this activity according to its current plan: 60 days on Free, 90 days on Essential, 365 days on Flow and no limit on Operations and Custom. Older records are deleted automatically.
- 5Revocable links (all plans): the review creator and owners, admins and members can generate, revoke and regenerate the public link. Revoking or regenerating stops the old address from opening and cancels individual link access for that review.
- 6Invitations: only owners and admins invite people to the workspace. Admin and Member use a seat from the moment they are invited. The expiry of the emailed invitation link is set by the sign-in service and is not shown in the app; if it expires, invite the same email again. Personal review links emailed to participants last 30 days.
- 7Resolving comments: the comment author, the assigned person, the review creator and signed-in workspace owners, admins, members and reviewers can mark a comment as resolved. Only the main comment is resolved (not replies), and it works even when the review is locked. People commenting from the link without an account cannot resolve comments.
What should happen
You know who controls each access and what changes when you revoke a link or restrict a project.
Common problems
- I cannot restrict a project: the feature is part of Operations and Custom.
- Someone still sees a restricted project: check whether they are an owner or admin, created the project or belong to an added group.