Guide
Invite a user
Only workspace Admins can invite new users.
Go to Settings in the sidebar and choose Users.
Click Invite People button in the top right corner of the page.
Type a user's email in every line, select the user role, and click Send Invites button.
The invited users will receive email notifications with the invitation link and will be able to log into Fibery.
You can also Invite users from the User DB's screen.
User roles
Admins are the people who configure the workspace and manage users. Admins always have Architect permissions for all Spaces so they can see and edit any shared data. The only thing they cannot access is Private Space of other users. As Admins are almighty, we recommend having no more than 1-3 of them.
Members are your usual users. You can share anything with them granting any level of access. A Member might be some who is purely an end-user, updating tasks they are assigned to, but it can also be someone managing a Space for their team.
Observers¹ are typically your colleagues and partners who don't use Fibery as their primary work platform (yet 😈) but need to stay in the loop. You can share Entities, Databases, and Spaces with Observers, but they will only be able to view and comment, not edit. To encourage transparency, we provide unlimited Observers free of charge on all paid plans.
Guests are people outside your organization (e.g. clients and contractors) you invite to collaborate on specific projects. Guests can receive edit access to specific entities like Tasks or Projects, but not Spaces or Databases. Guests are free of charge but are limited in their capabilities:
cannot have the same email domain as workspace Admins;
cannot be members of Groups;
cannot see user profiles of other Guests;
do not receive access via Automatically Share Entities with Assigned People;
cannot manage access;
have a maximum number of Entities they can receive access to, depending on your pricing plan.
¹We used to call them Guests before October 2024, sorry for the confusion.
Filter by User role
To get a list of Admins, to count the number of Observers, or to display a Smart Folder with Guests, filter by User Role:
Invite users via invite link
Go to Settings in the sidebar and choose Users.
Click Invite People (Admins only) button in the top right corner of the page.
Toggle the Invite link switch to turn it on. (by default, the toggle is off)
Select the user role for the invite link (by default, it's set to Member)
Click the Copy button to copy the link to your clipboard.
Share the link with any team member you'd like to collaborate with. You can share the link using preferred communication methods such as Slack or email.
With the invite link enabled, anyone who has access to the link can sign up for the service. Members who sign up using the invite link will be charged according to the current plan of the team.
Guests cannot be invited via this route - you grant access for a guest to specific entities. See here.
Disable or reset invite link
To disable the invite link, toggle the switch off. Once the invite link is disabled, nobody will be able to use it to sign up for the service.
To reset the invite link, click on the reset button. This will invalidate the previous invite link and create a new one, and any team members who have not yet accepted the invitation through the old link will need to be invited again using the new link.
If the user role for the invite link is changed (e.g., from Member to Observer), the link will be reset, and the old link will become invalid. The new link can be copied and shared the same way.
Keep in mind that resetting the invite link is a security measure that can help prevent unauthorized access to your workspace. It's a good idea to reset the invite link periodically or whenever there's a change in team membership.
Change user's role
If you want to change the User's role after the invitation, you can do that directly on the User's card.
Navigate to the People Space
Choose the User, you want to change the role of
In the right menu choose the necessary User Role option
Activate and deactivate users
You may deactivate users to prevent them from logging into Fibery (and thereby pay less money, if they were not Observers).
Go to Settings in the sidebar and choose Users.
Right click in a user row (Admins only) and select Deactivate User action.
You can also use Context menu to achieve that.
As a result, the user will be deactivated and unable to log into Fibery. Your Fibery subscription price will be decreased.
To activate a user back, to the same and select Activate action. As a result, the user will be able to log into Fibery, and the subscription price will be increased.
Deactivated User will also be shown in different fields (Assignees, Created By and etc.) and all his actions will be saved in History (Audit log, Entity History, etc.)
Delete users
Delete user will reset all assignments, ownership, and other relations where the user was set. But the data itself will be safe and preserved. Use this operation when you are sure that data loss is OK. In most cases, we recommend deactivating users.
Go to Settings in the sidebar and choose Users.
Right click in a user row (Admins only) and select Delete User action.
You can also delete a User on any View via the usual context menu.
Changing a user's email address
Only an Admin can change the emails of Fibery users.
Go to Settings in the sidebar and choose Users.
Right click in a user row (Admins only) and select Change Email action.
Type the new email and confirm the change.
The user will receive a confirmation message at the new email address and should confirm the change.
You can also do that via Context menu.
Prorated charges and credits
what happens when you make changes to your subscription? Whether you’re adding new seats, switching plans, or adjusting your billing frequency, your invoices may include prorated charges or credits.
Proration simply means we adjust your bill so you’re charged fairly for partial periods.
Here are two common examples:
Adding a new user mid-cycle
You won’t be billed the full subscription amount upfront. Instead, you’ll only see a prorated charge for the remaining days in that billing period.
Removing a user or downgrading your plan
You’ll get a prorated credit, which will be automatically applied to your next invoice.
To avoid being charged for the new user before credits are issued, it’s best to remove the old user first and then add the new one. This ensures the credit is created immediately and can offset the new charge.
Anytime you make a change to your subscription, Fibery will send you an email notification. This way, you’ll always know what’s happening and won’t find any surprises on your invoices.
Credits and Credit notes
Sometimes, you might also receive a credit note (these always start with the code #CN- in the document number).
Here’s how they work:
A credit note isn’t refunded to your card or payment method (although it would say REFUND DUE).
Instead, it’s added to your Fibery workspace account and will automatically reduce the balance of your future invoices until it’s fully used.
You’ll see it clearly listed as a line item under the Payments & Credits section of your invoice.
Example:
Let’s say you receive a credit of $24.9, and $12.45. When your next invoice comes $59.76, here's how it would look:
Here’s a quick look at how credits usually appear on an invoice:
FAQ
I have a paid account, what happens if I invite a user as Admin, Member, or Observer?
When you invite a new Admin or Member, a credit card linked to your account will be charged (pro-rata) and the subscription cost will be increased.
Learn more about it on How deactivating users affects billing
For an extra Observer, nothing will happen, since Observers are free in Fibery.
What if I need a Reconciliation Report?
Right now, Fibery doesn’t have a reconciliation tool built directly into the customer workspace. But no worries - if your accounting team needs one, just let us know at billing@fibery.io and we’ll happily provide it for you.
What are core differences between different roles?
These are different types of users added directly to your workspace.
Admin
Member
Customizable access: from no access to full control
Permissions managed on space, database, and entity levels
Requires a paid license
Observer
View-only access across spaces (can comment if allowed)
Permissions customizable up to Viewer level
Free user - does not require a paid license
Can access the left menu and spaces they’re added to
Guests (External Users)
You can't make User a Guest by inviting him to the workspace - only by sharing a particular entity
Guests are invited to specific items only (e.g., a project or document).
Access is granted via the Share button on an item
They can see only the shared card and related items
No access to the left menu or workspace structure
Can be given any permission level (even Owner) on that specific card
Free to invite
Ideal for freelancers, clients, or temporary collaborators
Key Differences
Access | Admin | Member | Observer | Guest |
|---|
Access to all data | ✅ | 🔧 Configurable | 🔒 View-only | ❌ Only shared items |
Can edit content | ✅ | 🔧 Configurable | ❌ | ✅ (on shared cards) |
Paid license required | ✅ | ✅ | ❌ | ❌ |
Appears in workspace users | ✅ | ✅ | ✅ | ✅ |
Access via Share button | ❌ | ❌ | ❌ | ✅ |
Use Observers for internal people who just need visibility, and Guests for external collaborators who only need access to specific content.
You may also check this video for more detailed explanation
https://www.loom.com/share/cd57149dca964633b0fddd1aa71bf79a?sid=7a211c36-943b-432f-8ae9-0d4eb72f37c1
Why can’t I just change a user to Guest?
Guests are not a global workspace role.
To make someone a Guest, you actually need to remove them from the workspace, and then share a specific item (like a project or document) with them directly. When you do this, they automatically become a Guest - meaning they’ll have access only to what was shared, not the whole workspace or left menu.
Think of "Guest" as more of a status assigned through sharing, rather than a role you can toggle.