Organizations, roles and invites

An organization holds your projects and the people who can reach them. This page is what each role may do, how somebody joins, and what a seat is.

Prices and plan figures are on the pricing page. What follows is the workflow.

Two role systems, not one

	Values	A new member gets
Organization role	Admin · Editor · Viewer	Editor
Project role	Admin · Editor · Viewer	Viewer

They interact in two ways worth knowing:

• An organization Admin is treated as an Admin of every project in it, without needing a project membership at all.
• The organization role caps the project role. An organization Viewer cannot be more than a Viewer on any project, and demoting somebody to organization Viewer retroactively downgrades them everywhere.

The labels you see when picking one:

Role	In an organization	On a project
Admin	Manage settings & members	Manage project
Editor	Edit & collaborate	Edit & collaborate
Viewer	View-only	View-only

What a project role may do

Everyone can read everything. What differs is writing.

	Admin	Editor	Viewer
Boards, nodes, edges	Full	Full	Read
Entities and definitions	Full	Full	Read
Documents	Full	Full	Read
Variables, commands, triggers, tags	Full	Full	Read
Media	Full	Full	Read
Localization	Full	Create and edit, not delete	Read
Localization export and import	Full	Read only	Read
The entity grid	Full	Read only	Read
AI generation	Full	Create, not change or delete	Read
Public play links	Full	Full	Read only
Project settings	Full	Read only	Read

Project settings being Admin-only is why the gear at the bottom of the activity bar is invisible to most people. See project settings.

What an organization role may do

	Admin	Editor	Viewer
See the organization and its members	Yes	Yes	Yes
Change organization settings	Yes	No	No
Delete the organization	Yes	No	No
Invite, cancel an invite, add a member	Yes	No	No
Change somebody’s role	Yes	No	No
Remove somebody else	Yes	No	No
Create a project	Yes	Yes	No
See billing	Yes	Yes	Yes
Manage billing — plan, seats, payment, invoices	Yes	No	No
Receive a monthly AI credit allowance	Yes	Yes	None
Consume a seat	Yes	Yes	No

Every organization action also requires a verified email address.

Inviting somebody

People in the organization sidebar, then Invite member. It is Admin-only, and the page is not reachable otherwise.

The form asks for an Email, an Organization role (defaulting to Editor), and optionally the Projects to add them to and the role on each.

What happens next, in order: your membership is checked, then that you are an Admin, then that a seat is available if the role is not Viewer. Then the invite is created and the email is sent.

The recipient gets an email subject You’re invited to join «organization» on TaleShard, naming who invited them, their role, and when it expires. The link takes them to an acceptance page.

They do not need an account. Without one they get a registration form and a button reading Accept Invitation & Create Account. With one, they are asked to sign in.

Expiry, cancelling, resending

• An invite expires after 7 days. The table shows in N days, and an expired one is refused with Invitation has expired.
• Cancel on the row revokes it.
• There is no resend. Cancel it and invite again.

A second pending invite to the same address is refused with A pending invitation already exists for this email.

Seats

A seat is consumed by every member who is not a Viewer, and by every pending invite that is not for a Viewer. Viewers are free.

A seat is checked when you invite somebody, when you add a member directly, and when you promote an existing Viewer — not when you change a role between two paid roles.

Refusal	When
The Free plan does not include collaborators. Upgrade to a paid plan to invite team members.	Inviting or adding an Editor or Admin on Free, or promoting a Viewer there
No available seats. Purchase an additional seat to add this member.	No seat free
Organization does not have an active subscription	Managing seats without a plan

A freshly-paid organization has one seat, already taken by whoever bought it.

Seat Management shows «used» of «total» seats used with a bar broken into active, pending and available, and Add Seat / Remove Seat. You cannot reduce below your current members plus pending invites.

Helpfully, inviting somebody with no seat free opens the Add Seat dialog rather than just failing.

Managing members

The Members table lists Name (yours marked (you)), Email, Role, Projects, Joined and Last Active, with search and a role filter.

Changing a role — the role badge is itself a dropdown, and the row menu has Change Role. You cannot change your own.

Removing — the row menu’s Remove from organization.

Two guards protect the organization from being orphaned: Cannot remove the last admin of the organization, and Cannot change the role of the last admin.

What happens to their work: nothing is deleted or reassigned. Their organization membership is removed; their authored content stays exactly where it is.

Their project memberships are not cleaned up automatically.

Leaving, and handing over

There is no way to leave an organization from the interface, and no way to transfer ownership — an Admin cannot hand the organization to somebody else. Both need support. The last Admin cannot remove themselves in any case.

The projects dashboard

Projects in the sidebar lists every project you can reach in the organization.

Each card shows four things: the cover image (or a coloured placeholder), the name, Modified and a relative time, and an Archived badge when it is archived. A project’s description is searchable but never displayed.

Search matches the name or the description. Sort offers Last modified, Date created and Name, each toggling direction, defaulting to last modified first and remembered in your browser. There is no archived filter and no list view.

The card menu offers Open in Editor, Project Settings, Set Cover Image, Export, and Archive. There is no rename, duplicate, delete or unarchive here.

New Project appears for Admins and Editors — never for Viewers, who instead see You don’t have access to any projects in this organization yet. Ask an admin or editor to invite you to a project.

Creating one asks for a name and an optional description, then opens the canvas.

Billing

Admin-only, at Billing in the sidebar; everyone else is redirected away. Editors and Viewers can see the subscription, seats and usage, but not change anything.

Who receives billing email is set under Notifications in organization settings: Notify all admins by default, or a single Billing contact email.

Plans, prices and what each includes are on the pricing page.

Limits

Limit	Value
Projects per organization	5 on Free; unlimited on paid plans. Project limit reached. Upgrade your plan to create more projects.
Collaborators on Free	None
Members who are not Viewers	Bounded by purchased seats. No ceiling on seats.
Viewers	Unlimited — they consume no seat
Invite lifetime	7 days
Personal note on an invite	500 characters
Admins	At least one, always