Manage Workspace Members and Access

Use the workspace Members page to update member roles and details, remove members, filter the member list, or download a CSV.

To add a member to your workspace, see Invite Members to a Workspace. For a comparison of role permissions, see Understand Workspace Roles and Permissions.

Who can change roles or remove members

Workspace admins can change members’ roles and remove members, including admins.

People admins can remove members or change their roles only between the following roles:

• Member
• Guest
• Auditor
• Approve-only

How to change a member’s role

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Members.
3. Select the member’s name.
4. Select Role.
5. Choose the new role and select Save.

On web, you can also hover over the member’s Role in the member list and select the pencil icon to change it.

Why the authorized payer’s role can’t be changed

You cannot change the role of the member designated as the workspace’s authorized Payer. Role-change options are hidden until a different payer is assigned.

To change their role, first go to Workspaces > [workspace name] > Workflows > Payments and set a different admin as the Payer. Then return to Members to change the previous payer’s role.

How to remove a workspace member

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Members.
3. Select the member you want to remove.
4. Select Remove from workspace.
5. Select Remove to confirm.

If the removed member is an approver on an outstanding report, the workspace owner replaces them as the approver. Learn more about automatic approver reassignment.

How to remove multiple members from a workspace

On web:

1. In the navigation tabs on the left, select Workspaces > [workspace name].
2. Select Members.
3. Select the checkboxes next to the members you want to remove.
4. From the selection bar, select Remove members.
5. Select Remove to confirm.

On mobile:

1. In the navigation tabs on the bottom, select Workspaces > [workspace name].
2. Select Members.
3. Long press a member you want to remove and tap Select.
4. Select the checkboxes next to the members you want to remove.
5. Tap Selected.
6. Choose Remove members.
7. Select Remove to confirm.

The same role restrictions and automatic approver reassignment apply when removing multiple members.

How to filter the Members table

You can filter the Members table by workspace role or approver assignment. The Approvers filter shows members designated as approvers, while Approve-only shows members assigned the Approve-only role.

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Members.
3. Select Filters.
4. Select one or more role filters.
5. Select Apply.

How to set a member’s display name

Workspace admins can set a display name for a member who has not added a name of their own. If the member has already set their name, only they can edit it.

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Members.
3. Select the member you want to update.
4. Select Display name.
5. Enter a first and last name, then select Save.

The name applies in every workspace the member belongs to. After it is saved, Display name will not be editable and only the member can change it.

Note: You can only set a display name if the member has not added a name of their own. If the member has already set their name, only they can edit it. Learn how to update your display name on your account.

How to download a CSV of workspace members

Workspace admins, people admins, and editors on Submit workspaces can download a CSV of workspace members.

1. In the navigation tabs (on the left on web, at the bottom on mobile), select Workspaces > [workspace name].
2. Select Members.
3. Select More.
4. Select Download CSV.

The file downloads to your device.

Members, auditors, card admins, and payments admins cannot download the workspace member list.

FAQ

Why can’t I edit a member’s display name?

Workspace admins can only set a display name for a member who hasn’t added a name of their own. Once a name is saved, only the member can change it. They can follow the steps to update their account display name.