Inviting Members¶
This page walks you through adding admins and members to your organization, assigning them to audiences, and understanding invitations, pending invites, and what people see after they join.
Roles¶
Mention has two independent kinds of role.
Organization role — set per person for the whole org:
- Admin — Manages org-wide setup: sources, assets, the knowledge base, billing, invitations, and creating or deleting audiences.
- Member — Uses the audiences they belong to; cannot change org-wide setup.
Audience role — set per person, per audience:
- Owner — Curates that audience: its glossary, playbook, questions, persona, adoption, and its roster of members. An owner can be an org member — you do not have to be an org admin to run an audience day-to-day.
- Learner — Receives that audience's learning content (articles and SOPs) and works through it.
The two axes are independent: an org admin can administer every audience without being listed as an owner, and the same person can own one audience while being a learner in another. Knowledge and Sources stay admin-only — audience owners curate their audience, not org-wide infrastructure.
When you can invite people¶
While creating an audience — the audience-creation step (during onboarding or after) includes an optional form for inviting people by email.
After an audience exists — open the audience and click Add members in the header (or on the Members tab's empty state) to add people to that audience. The same dialog handles both adding existing members and inviting new ones, so you don't have to decide which case you're in before you start: search by name to add people already in your org, or type an email address to invite someone new.
Audience owners and org admins can both add existing organization members to an audience. Inviting new people by email is org-admin-only — owners who are not org admins see only the member search in the dialog.
Add members to an audience¶
Open the Add members dialog:
- Choose a role — Owner or Learner — with the Add as selector. It applies to everyone you add in this step; new invitees default to Learner.
- Type a name to find people already in your organization. Check the ones you want, then Add — they get the chosen role on that audience immediately. Anyone in your org can be added, including org admins.
- Type an email address that isn't in your org yet, and an Invite \<email> row appears. Add it the same way to send an email invitation with that role.
You can mix both in one step — select a few existing members and add a new email together — then click Add.
A newly invited person receives an email with a link to sign up (or sign in) and join your organization. After they accept, they are assigned to the audience you invited them to, and the learning content for that audience becomes available to them according to what you have published.
Pending invitations¶
Invitations you have sent but that are not yet accepted appear in the audience's Members tab, each labeled with the role (owner or learner) the person will get when they accept.
Invitations expire on the schedule shown in the product (typically several days from when they were sent). Expired invites are cleaned up automatically so the list does not accumulate stale entries. Resend or create a new invite if someone missed the window.
After an invitation is accepted¶
- The person is a member of your organization with the role you chose.
- They are linked to the audience you invited them to.
- Their home learning experience reflects that audience’s glossary and playbook once content is ready.
New members may want Getting started as a member.