Managing Owners
Add, remove, and transfer workspace ownership in YAPL.
Managing Owners
Workspace owners have full administrative control over a workspace. This guide covers adding co-owners, removing owners, and managing ownership responsibilities.
Understanding Workspace Ownership
Workspace owners have complete access to:
- All workspace settings
- Billing and subscription management
- All teams and projects (regardless of assignment)
- User management and invitations
- Workspace deletion
Owner Limits
| Rule | Limit |
|---|---|
| Minimum owners | 1 (always required) |
| Maximum owners | 5 per workspace |
The Workspace Owners Team
YAPL automatically creates a Workspace Owners system team:
- Contains all workspace owners automatically
- Updates when owners are added/removed
- Cannot be modified directly
- Provides owners access to all workspace content
You don't need to manually add owners to teams. The Workspace Owners system team handles this automatically.
Adding Owners
Prerequisites
- You must be an existing owner
- Workspace must have fewer than 5 owners
- Invitee must have a YAPL account (or will create one)
Inviting by Email
- Go to Settings > Organization
- Find the Owners section
- Click Invite Owner
- Enter the person's email address
- Click Send Invitation
The invitee receives:
- Email with invitation link
- 7 days to accept
- Instructions to create account if needed
Using Shareable Links
For quick invitations:
- Go to Settings > Organization
- Find the Owners section
- Click Generate Invitation Link
- Configure options:
- Usage limit (how many times link can be used)
- Expiration date
- Copy and share the link
Shareable owner invitation links grant full administrative access. Share only with trusted individuals.
Owner Invitation Status
Track pending invitations:
| Status | Description |
|---|---|
| Pending | Invitation sent, awaiting acceptance |
| Accepted | User has become an owner |
| Expired | 7-day limit passed |
| Cancelled | Invitation revoked |
Managing Invitations
- Resend: Send another notification email
- Cancel: Revoke the invitation before acceptance
- Extend: Cannot extend; send new invitation
Removing Owners
When You Can Remove an Owner
An owner can be removed if:
- At least 2 owners exist (1 must remain)
- You have owner permissions
How to Remove
- Go to Settings > Organization
- Find the Owners section
- Locate the owner to remove
- Click Remove Owner
- Confirm the action
What Happens When Removed
The removed person:
- Loses administrative access immediately
- Is removed from Workspace Owners team
- Keeps their YAPL account
- May retain access through other team memberships
Leaving as Owner
Owners can voluntarily leave a workspace:
When You Can Leave
- At least 2 owners must exist
- You cannot be the sole owner
How to Leave
- Go to Settings > Organization
- Find your name in the Owners section
- Click Leave Workspace
- Confirm the action
If you're the only owner, you cannot leave. Add another owner first, or delete the workspace entirely.
Transferring Ownership
To transfer primary ownership (when you want to completely exit):
Step 1: Add New Owner
- Invite the person you want to transfer to
- Wait for them to accept
Step 2: Remove Yourself
- Once new owner is active
- Leave the workspace as owner
Step 3: Full Transfer
For complete workspace transfer:
- Contact support for assistance
- May require verification
Owner vs. Team Lead
Understanding the difference:
| Capability | Owner | Team Lead |
|---|---|---|
| Workspace settings | Full access | No access |
| Billing management | Yes | No |
| Create/delete workspaces | Yes | No |
| Manage all teams | Yes | Own team only |
| View all projects | Yes | Team projects only |
| Invite to workspace | Yes | No |
| Invite to team | Yes | Yes |
Multiple Owners Best Practices
When to Have Multiple Owners
Consider multiple owners when:
- Team leads need billing access
- Business continuity is important
- Multiple departments share administration
- You need backup administrators
Recommended Structure
| Organization Size | Recommended Owners |
|---|---|
| 1-5 people | 1-2 owners |
| 6-20 people | 2-3 owners |
| 20+ people | 3-5 owners |
Communication Among Owners
When you have multiple owners:
- Coordinate major changes
- Agree on subscription decisions
- Share billing responsibilities
- Document administrative procedures
Security Considerations
Protecting Owner Access
- Use strong, unique passwords
- Enable two-factor authentication (when available)
- Review owner list regularly
- Remove owners who leave the organization
Owner Activity
All owners can:
- Access all workspace data
- Make irreversible changes (deletion)
- Manage billing and subscriptions
- Invite other owners
Choose owners carefully.
Troubleshooting
Cannot Add Owner
"Maximum owners reached"
- Remove an existing owner first
- Maximum is 5 owners per workspace
"Invitation already exists"
- Check pending invitations
- Cancel old invitation if needed
Cannot Remove Owner
"Cannot remove last owner"
- Add another owner first
- At least 1 owner required
"You don't have permission"
- Only owners can manage other owners
- Check your workspace role
Owner Didn't Receive Invitation
- Check spam/junk folder
- Verify email address is correct
- Resend the invitation
- Try shareable link instead
Cannot Leave Workspace
"You are the only owner"
- Add another owner first
- Or delete the workspace if no longer needed
Related Topics
- Workspace Settings - Configure your workspace
- Billing Information - Payment and subscription
- Team Roles - Team-level permissions
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