> ## Documentation Index
> Fetch the complete documentation index at: https://learn.playlab.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Adding members and inviting users
> Add colleagues and educators to your organization or a space, or get students into a class space by invite link, code, or email.
Who are you adding? Colleagues and students join Playlab differently, so pick one first.
> [tab] Colleagues and educators
>
> Co-teachers, instructional coaches, co-admins, and Learning Partners usually need to help run your organization or your spaces. There are two ways to bring them in. An **org-level invitation** adds them to your organization itself, and you can choose spaces for them at the same time. A **space invitation** adds someone to one specific class or team.
>
> ## Invite colleagues to your organization
>
> Use this for co-admins, Learning Partners, and colleagues who'll work across several spaces or be assigned to spaces later.
>
>
>
> **1. Go to the org Members tab**
>
> In the sidebar, under **Admin**, click **Members**. You see current org members along with the **Add members** and **Create invite link** buttons.
>
> **2. Click Add members or Create invite link**
>
> **Add members** sends direct email invitations. **Create invite link** generates a shareable link anyone can use to join.
>
> **3. Set the permission**
>
> Pick the **Organization role** new members should have. Most start as Users; coaches or co-leads might be Owners. You can also choose a space (and a group) for them to join. An invite link also sets when it expires.
>
> **4. Answer the students question**
>
> For **Are the people you're inviting students?**, choose **No, not students** for colleagues, then check **I confirm everyone I'm inviting is 18 or older.** Inviting students and non-students? Add them separately. See [Student status and ages](https://learn.playlab.ai/features/Student%20Status%20and%20Ages).
>
> **5. Send or share**
>
> For **Add members**, enter the emails one per line and click **Add Member(s)**. People who already have a Playlab account are added right away; everyone else gets an email invitation and appears under **Pending Email Invites** until they join. For **Create invite link**, click **Create and copy invite link**, then share the copied link through email or your communication channel. It is listed under **Invite Links**.
>
> > [!NOTE]
> >
> > **Pre-assign a space and a group.** When you set up an organization invitation, you can pick one space in **Add to space (optional)** and one group in **Add to group (optional)**. People who already have an account are added to them right away, and new people are placed in them on their first sign-in — no separate space invite to send afterward.
>
> For org-level role assignments, see [Organization permissions and roles](https://learn.playlab.ai/features/Org%20Permissions%20and%20Roles).
>
> ## Add a colleague to a space
>
> If a colleague already has a Playlab account in your organization, search for them and add them directly. No email goes out, and they land in the space right away. Then give them the **Manager** role so they can help manage members and apps and review activity.
>
>
>
> **1. Open the space and go to Members**
>
> The Members tab lists current members and shows the **Add Members** button. Only a space's Owners and Managers see this tab.
>
> **2. Click Add Members**
>
> In the Add members dialog, choose **No, not students** for **Are the people you're inviting students?**, then switch to the **Search organization** tab.
>
> **3. Search by name or email**
>
> Start typing. Matching org members appear in the list. Select the people you want to add.
>
> **4. Confirm and add**
>
> Check **I confirm everyone I'm inviting is 18 or older.** and click the add button, which counts your picks (for example, **Add 1 member**). The selected members land in the space right away as Members. No email is sent.
>
> **5. Make them a Manager**
>
> In the Members list, change their role to **Manager** using the role picker on their row.
>
> 
>
> The Search organization tab of the Add members dialog, with a matching org member.
>
> > [!TIP]
> >
> > **Colleague not in your organization yet?** Invite them to your organization first (above) and pick the space while you do, or use the space's **Paste emails** tab. Once they've joined, change their space role to Manager.
> [tab] Students
>
> Students join a **space** for their class, not your organization's Members page. They join as Members who use the apps you share, and most will create a Playlab account as they join.
>
> ## Set up the space before you invite
>
> Students see whatever is in the space the moment they join, so get it ready first.
>
> **1. Create a space for the class**
>
> Name it after your class or school so students recognize it, like "Algebra Period A". See [Creating and managing a space](https://learn.playlab.ai/getstarted/Creating%20Your%20Own%20Space).
>
> **2. Choose what students can do**
>
> The building-permission toggles decide whether students can build apps, see each other's apps, share apps outside the space, and manage their own apps. Leave **Manage own apps** off for any space with minors. See [Space building permissions](https://learn.playlab.ai/getstarted/Space%20Building%20Permissions).
>
> **3. Add the apps and collections students will use**
>
> Share the apps or collections for your lesson into the space. See [Sharing a Collection](https://learn.playlab.ai/getstarted/Sharing%20a%20Collection).
>
> ## Invite your students
>
> There are two ways to add students. Pick one based on whether you have your roster's email addresses yet. Both start from the space's **Members** tab: click **Add Members** to open the Add members dialog.
>
> The dialog first asks **Are the people you're inviting students?** Choose **Yes, students**, then check the confirmation. It reads **I confirm these students are within this Space's current ages:** followed by the ages you set for the space, or **I confirm the people I'm inviting are students.** if the space has no ages yet. If your students are outside those ages, update the space's ages first: see [Student status and ages](https://learn.playlab.ai/features/Student%20Status%20and%20Ages).
>
> ### No roster yet: share an invite link
>
> Use an invite link when you don't have student emails ahead of time, or when attendance changes from session to session. Share it on a slide, in your learning management system, or in a class document. Anyone who uses the link joins the space as a Member.
>
> 
>
> The Invite link tab of the Add members dialog, with a generated link and the Copy button.
>
> **1. Open the Invite link tab**
>
> The Add members dialog opens on the **Invite link** tab. With **Yes, students** chosen, it shows the **Link for students**.
>
> **2. Click Generate, then Copy**
>
> Playlab creates the link. Click **Copy** to copy it to your clipboard.
>
> **3. Share the link**
>
> Put it on a slide, post it in your class channel, or paste it into a class document. Each student who opens it joins the space.
>
> > [!TIP]
> >
> > **Show the invite code on a slide.** The code is the 8 characters at the end of the invite link, after `/invitations/`. The dialog cuts the link off, so paste it somewhere to read the whole code. Students who can't click a link can go to **playlab.ai/join** and type the code into **Invite Code**.
>
> A space has one link for students and one for non-students. Everyone who joins through a link gets that link's answer, so don't share the student link with colleagues. To see or make the other link, switch the answer to **No, not students**.
>
> You can revoke an invite link at any time with the **×** (Disable invite link) button next to it on the Invite link tab. Revoking does not affect people who have already joined; it only stops new joiners from using the link.
>
> ### Have a roster: send email invites
>
> Paste your roster's email addresses and Playlab sends each student an invite. Best when you have the list from your student information system and want a record of who you invited.
>
> 
>
> The Paste emails tab with a list of emails pasted in.
>
> **1. Switch to the Paste emails tab**
>
> In the Add members dialog, click **Paste emails**.
>
> **2. Add emails**
>
> Type or paste a list of emails, one per line.
>
> **3. Click Send invites**
>
> Make sure **Yes, students** is chosen and the confirmation is checked. Students who already belong to your org are added directly. Everyone else gets an email invitation, and they join the space once they accept it, creating a Playlab account first if they don't have one.
>
> ## What students do to join
>
> Walk students through this the first time, especially if it's their first Playlab account.
>
> **1. Open the invite**
>
> Students open the invite link or the email invite. Students with only a code go to **playlab.ai/join** and type it into **Invite Code**. From the playlab.ai home page, that's **Sign up**, then **I already have an invite code**.
>
> 
>
> Sign up on playlab.ai leads here. I already have an invite code opens the Join Playlab form.
>
> **2. Log in or create an account**
>
> Students who already have a Playlab account click **Log in** at the bottom of the page and are taken to the space after signing in. New students have two choices on **Join Playlab**:
>
> * **Their school's sign-in:** a **Continue with…** button (Google, Clever, ClassLink, or Microsoft) creates their account and takes them straight in. Students with an email invite must sign in with the invited address.
> * **Continue with email:** they enter their name, email, and a password, confirm they are at least 13, and click **Continue**. The **Invite Code** is already filled in when they came from a link. When they came from an email invite, their email is filled in and locked to the invited address.
>
> 
>
> The Join Playlab page an invite link opens.
>
> **3. Choose Student and add their school**
>
> Students who signed up with email then see **Tell us about yourself.** There, they choose **Student** as their **Role**. Then they start typing their school in **School / Organization** and pick it from the list, or pick **Not listed? Use the name you typed**. Then they click **Create Account**.
>
> 
>
> The second sign-up step, with Student chosen as the role.
>
> **4. Land in the space**
>
> Playlab opens the space's apps right away. Students join the space as Members and also become members of your organization.
>
> ### Signing in with Google or Microsoft
>
> Whether a student can use **Continue with Google** or **Continue with Microsoft** depends on how you invited them.
>
> * **Invited by email:** students can skip the password. On the Playlab login page, they choose Google or Microsoft and sign in with the same email address you invited. Playlab shows their invitation, they click **Accept invitation**, confirm their name and that they are at least 13, and click **Create Account**. They land in the space.
>
> * **Invited by link or code:** students create their account with the invite form first. If they try Google or Microsoft before they have an account, the sign-in fails because Playlab has no invitation tied to their email. Once their account exists, they can sign in with Google or Microsoft whenever the email matches.
>
> > [!WARNING]
> >
> > **In a workshop using an invite link or code, have students fill in the invite form** rather than clicking Continue with Google on the login page. A student without an account who starts from the login page will see a failed sign-in.
>
> If your school or district wants students to sign in through Clever or ClassLink, contact [support@playlab.ai](mailto:support@playlab.ai). See [Single sign-on (SSO)](https://learn.playlab.ai/faq/Single%20Sign%20On).
>
> ## What students see
>
> Students see the space they were added to and every app and collection you've shared into it. They can open and use those apps. If **Build apps** is on, they also get a **New app** button and can remix the apps you've shared.
>
> 
>
> A student's view of Algebra Period A, with Build apps on.
>
> Once students are working, you can follow along from the space's **Sessions**: see [Reviewing Session Activity](https://learn.playlab.ai/getstarted/Reviewing%20Activity).
## Space roles
A space has three roles you can assign:
**Owner.** The person who created the space. Can do everything a Manager can. A space has one Owner, and the Owner's role can't be changed or removed from the space.
**Manager.** Can manage members and apps, view and export activity and insights, and review moderated content — everything an Owner can do. Best for co-teachers and admin support.
**Member.** The default role for invited people. Can use the apps shared in the space and (depending on building permissions) may be able to build their own. See [Space building permissions](https://learn.playlab.ai/getstarted/Space%20Building%20Permissions).
For the full role-to-permission matrix, see [Space roles and permissions](https://learn.playlab.ai/features/Space%20Roles%20and%20Permissions). For org-level roles that span spaces, see [Organization permissions and roles](https://learn.playlab.ai/features/Org%20Permissions%20and%20Roles).
## Choosing the right method
| Situation | Method |
| - | - |
| Adding a co-lead to the org | Org-level invitation, role Owner |
| Adding a Learning Partner to the org | Org-level invitation, role Builder or User |
| Adding a class, roster in hand | Space invitation, email invites |
| Adding a class, no roster yet | Space invitation, invite link or code |
| Adding a co-teacher to a space | Search organization, then change their role to Manager |
| Running an after-school club | Space invitation, invite link |
| Adding a guest observer | Space invitation, role Member |
## Best practices
**Choose the right scope.** Invite at the **org level** when someone needs access that spans spaces — co-admins, Learning Partners, or members you'll assign to multiple classes later. Invite at the **space level** when someone only needs a specific class or team; it keeps activity and visibility scoped to that one space.
**Pick the space method that fits.** Use **org search** for a colleague who already has an account in your org — it's instant and skips the email round-trip. Use **email invites** for a class roster from a student information system. Use the **invite link** for after-school or club settings where attendance is fluid.
**Set the default permission low.** It's easier to upgrade a Member to a Manager than to walk back excessive access. Every way of adding someone to a space makes them a Member; change the role to Manager only for people who help run the space.
**Revisit roles each term.** Coaches who were active last year may not need access this year. Document who has Owner access to your org, and review it twice a year to catch stale assignments.
## Key points
> [!NOTE]
>
> * Two scopes: invite someone to the whole **organization**, or add them to a specific **space**
> * Each scope supports direct email invites and shareable invite links
> * Roles set on invitation control what people can do; change them anytime
## FAQ
> [accordion] What if I don't have a list of recipients yet?
>
> Use an invite link. For a class, open the space's **Members** tab, click **Add Members**, and click **Generate** on the **Invite link** tab. For your organization, click **Create invite link** on the org **Members** page and choose the **Organization role** new members get.
> [accordion] What if I add an email that doesn't have a Playlab account?
>
> The invite still goes out. The recipient creates an account when they click the invite, then lands in the space.
> [accordion] Can I add the same person to multiple spaces?
>
> Yes. Each space tracks its own membership. The same person can be a Member in one space and a Manager in another.
> [accordion] How do I remove a member?
>
> On the space's **Members** tab, tick the checkbox next to the person and click **Remove Members**. They lose access to the space right away. Their sessions aren't deleted, but they no longer appear in the space's **Sessions** tab.
> [accordion] What if I need to remove a lot of members at once?
>
> On the space's **Members** tab, tick the checkbox next to each person, then click **Remove Members** once. The space Owner can't be selected. The organization **Members** page has no bulk option: remove people one at a time with **Remove from Org** in each member's **⋮** menu.
> [accordion] Can I see how each member joined, or when they last signed in?
>
> Playlab doesn't show how each person joined. The space's **Members** tab has a **Last Active** column with the date of each member's most recent session in the space, which isn't the same as when they last signed in.
> [accordion] What if I revoke a link by accident?
>
> You can't turn the old link back on. Click **Generate** on the **Invite link** tab to make a new link, which has a new code, and share that instead. People who already joined through the old link stay in the space.
> [accordion] Can members invite other members?
>
> Members can't. In a space, only Owners and Managers can add members. At the organization level, only Owners can invite people from the **Members** page.
> [accordion] How do roles cascade between org and space?
>
> An organization Owner gets the same control as a space Owner in every space in the organization. Other organization roles don't give access to spaces on their own: people get a space role (Owner, Manager, or Member) by being added to a space, and it applies only inside that space. A space Owner is not automatically an organization Owner.
> [accordion] What happens to a member's apps if they leave?
>
> Nothing they built is deleted. Removed from a space, they keep their apps, and the apps stay in the space. Removed from the organization with **Remove from Org**, they're taken out of all its spaces and groups and lose their roles on its apps; the apps stay, and the space's Owners and Managers and the organization's Owners keep control of them.
> [accordion] What if a user forgets their password?
>
> If they log in with a password, they click **Forgot your password?** on the login page and enter their email to get a reset link. If they sign in with Google, Microsoft, Clever, or ClassLink, they use that account's password, so they reset it with that provider.
> [accordion] Can a user belong to multiple orgs at once?
>
> Yes. A Playlab account can be invited into more than one organization. Each org controls what they see when they're inside it.
> [accordion] Is there a maximum number of users per org?
>
> Playlab doesn't cap the number of members in an organization.
***
Last updated: 10-28-2026
Contact us at [support@playlab.ai](mailto:support@playlab.ai)
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