Invite participants to a data room
Invite a colleague from your workspace or an external guest by email, choose a role, and manage pending invitations with Resend and Revoke.
In a data room you control exactly who sees the documents. You can invite a colleague from your workspace or an external guest by email — and give each person one of three roles. New rooms are restricted (invite-only) by default, so only invited people see the content.
The data room is an add-on module. If it is not enabled for your workspace, you land on a locked page with a contact button instead of the room.
1Open the Sharing & participants tab
Open the data room and go to Sharing & participants. It has three sections: Participants, Pending invitations and Share links.
Click Invite participant to open the invitation dialog.
2Choose a role
Choose the role at the top of the dialog. The role determines what the person can do in the room:
- Can view — reads and views documents.
- Can view and upload — views documents and can upload files.
- Can manage — full control of the room.
The role is set before you pick the person and applies to both colleagues and external guests.
3Pick a colleague or type an email
Type in the search field Search a colleague or type an email…. Results split into two groups:
Colleagues in workspace Pick a colleague straight from the list — they are added as an internal participant.
External guest Invite [email protected] as a guest by email
- Colleagues in workspace: select a person from the list. They are added immediately, and you see the confirmation Participant added.
- External guest: type a valid email (e.g. [email protected]). Select the line Invite {email} as a guest by email to send the invitation. You see Invitation sent to {email}.
If the email matches a colleague in your workspace, the dialog suggests the colleague instead of an external invitation.
4Manage pending invitations
External invitations that have not been accepted yet sit under Pending invitations. For each invitation you can:
- Resend — sends the invitation email again (you see Invitation resent).
- Revoke — withdraws the invitation.
Team, Guest and origin
In the participant list you can see who each person is via two badges:
| Badge | Meaning |
|---|---|
| Team | Member of your workspace |
| Guest | External participant outside the workspace |
Below the name you see the origin — how the person joined:
- invited by email — you sent a direct invitation.
- joined via share link — the person opened a share link and verified their email.
When the person is already in
The data room rejects duplicates, so no one is invited twice:
- The person already has access to the room: This person already has access to the room.
- An active invitation already exists: An active invitation already exists for this email.
- The person is already a workspace member: The person is already a member of your workspace and has access.
To remove a participant entirely, use Remove next to the person in the participant list. The person loses access to the room immediately.