Managing Workspace Membership

Updated: June 24, 2026

User Management for a Workspace is performed by an Administrator through the Team and Admin areas of that Workspace's browser interface. This provides the interface to the Identity Service (IDS), with which to define applicable service access, through the specification of Users (Members) and Groups.

An MCAD user can be invited to be a Team member from within Altium Designer, too. For more information, see Specifically Inviting an MCAD User.

User management is performed by an Administrator through the Team area, and where member Groups are available in the Admin area of the browser interface..

Controls are spread over the following pages:

Team – use this page to create and manage a list of users; people who are to have access to the Workspace and/or its associated technologies. Users can be those with Altium Accounts within your own organization, or those in a different organization (in the case of the latter, inviting them in as members of a Workspace does not mean they become part of your organization). You can also invite users who do not have an Altium Account (who will need to then register for one).

Similarly, the Members page of a Renesas 365 Workspace's browser interface allows you to create and manage a list of users who should have access to that Renesas 365 Workspace.

For more information about Renesas 365, refer to the Renesas 365 page.
Admin – Groups – if available, use this page to create and manage a list of user groups. Groups allow you to further organize your users according to, for example, the particular section of the organization in which they are involved, or the design team they are in. Groups also make the sharing of Workspace content, and the configuration of other served technologies, more streamlined.

Only an administrative user has full access to management controls. Standard users (non-administrators) can view the list of members from the Team page of the interface.

Team Members

Management of users for access to the Workspace and related services is performed from the Team page. A team member is simply a person who it is intended will need access to the Workspace.

Determine which people are to have access to the Workspace, from the Team page of the browser interface.

All defined users are presented in a flat listing.

Within the main listing, each user is displayed in terms of the following information:

Name – the user's <First Name> <Last Name> combination, which is acquired from the user's Altium Account profile. You can search for a user by their name (Name field) using the dedicated Search field at the top-left.

An accompanying icon for the user will also be presented as their profile image or the first letter of their forename (e.g. ).
Email – the user's email address, which they use to sign in to their Altium Account (and also sign in directly to the browser-based Altium 365 Platform Interface (https://365.altium.com)).
Groups – the group (or groups) of which the user is currently a member. At the basic software access level this is an Administrator column with a checkbox to reflect whether the user is a Workspace Administrator (checked) or not.

There is no limit to the number of users that may be registered to access and use a Workspace.

Adding a New User

A new user can be added for access to your Workspace – inviting them to be a member – in a number of ways. Use the link to the related page above for a more detailed look at the various ways supported. From the Team page of your Workspace's browser interface, user addition can be performed from the upper button.

The Invite Team Members window will appear with which to enter the email for the prospective user and to specify additional groups membership for that user.

When you add a new user (invite someone to be a member) you can specify one or more users and their groups membership in window that follows.

You are able to invite:

Other Altium Account users from within your own organization.
Altium Account users from different organizations.
Users without an Altium Account (who will need to then register for an account).

Enter the user's email address into the Add Members field. As you start to type, if the email address belongs to another Altium Account user within your own organization – and who is not already a member of the Workspace – they will be listed for you to choose. If inviting users outside of your organization, irrespective of their Altium Account status, you will need to enter their full email address. Multiple emails can be entered for invitation to the Workspace. To remove a user email, click the delete cross to the right of its name.

It is the user's Altium Account login credentials that enable them to access the Altium 365 Platform Interface, and the Workspace they have been added to. From a browser interface, access to the Workspace will be available as soon as they sign in to Altium 365. From within Altium Designer, the Workspace (and any others that they have been added to as a member) will be presented for use once they have signed in to their Altium Account.

You cannot add another user with the same Altium-registered email address as an existing user.

Groups Assignment

While adding a new user, you can also specify which of the existing Workspace groups the user is to be made a member of. Click within the Add Groups field to pop up a list of all currently defined groups. Select the required group from this list. If the user is required to have administrative rights, select the Administrators group. Multiple groups can be chosen for assignment. To remove a group prior to its final assignment, click the delete cross to the right of its name.

Group assignment may be specified at any stage from the Admin – Groups page, but if groups exist, it can be easier to do this at the time of user creation/invite. Bear in mind that if any groups are defined here, they will be applied to all users being invited – those in the Add Members field.

Note that Member Group assignment is available when you have access to the higher-level Altium Solutions. With the basic level of solution access you simply have the option to specify whether or not the user is to be an Administrator. Enable the Administrators option to make them an Administrator, or leave it disabled to invite them as a standard (non-administrative) user.

Click the control to access an area to enter a note. This will be added to the email invite that the invitee(s) receive.

Example user set to be invited into the Workspace.

Once all details are filled out and specified as required, click the button.

A user who already has an Altium Account and is in your own organization will be added as a Workspace member straight away – appearing in the listing of users back on the main Team page.
A user without an Altium Account will need to register for one before they are added to the Workspace.

Each user will receive an email with which to gain access to the Workspace. They can access your Workspace by clicking the corresponding button in the email. What happens next depends on whether they already have an Altium Account or not:

Invited user has an Altium Account – if the user is currently signed into their Altium Account within their browser, they will be taken to the Workspace (on Altium 365) directly. If they are not currently signed in to their Altium Account, they will be taken to the Altium 365 Sign In page first.
Invited user does not have an Altium Account – the user will proceed to an intermediate registration form, with which to define their details, and specify a password. After signing up they will be added to, and taken to, the Workspace.

Editing an Existing User

You can edit an existing user by selecting that user and clicking the control to the far right, then choose the Edit command from the associated menu. The Edit Workspace Member window will appear, from where you can make changes to that user's group membership(s) as required.

You can access and make changes to the group membership(s) for the selected user as required.

To remove the user from a particular group in which they are currently a member, click the

control for that existing group.

When all modifications have been made as required, click the button to effect those changes.

At the lower level of Altium design solution access you can only specify if the member is included in the Administrators group, using the associated checkbox in the Administrators column. A Window will appear asking you to confirm your decision to add/remove the user from the group (this can be set to not appear thereafter) – click .

With basic software access you can add or remove a user from the Administrators group as required.

Reviewing User Access

To inspect the project documents a user can access, select the Review Accesses option from an entry’s menu. This will open the Workspace Projects view with the Has Access filter option automatically enabled for that user – the view will therefore include only those project documents the user has access to. Note that this will include any projects set for all Workspace Members sharing, and any project shared with a Group the user belongs to.

See Projects Filters for related information.

Select a member entry's Review Accesses option to inspect all project documents the user has access to. Note that the user is a member of the Engineers group in this example.

The option applies the Projects page Has Access Filter option for that user to constrain the listing their accessible projects.

The applied Filter will include project documents with permissions set to Workspace Members (which by definition, includes the filtered user).

Projects that are specifically shared with the filtered user are included in the listing.

Projects shared with a Group that the filtered user is a member of are included in the listing.

Removing a User

To remove an existing user from the Workspace select that user, click the control to the far right, then choose the Remove command from the associated menu – depending on your level of software access, this may be a simple icon. A dialog will appear asking for confirmation to proceed with the deletion. Click to proceed, after which the user will be removed from the Workspace's user database. They will no longer have access to the Workspace.

A user cannot remove themselves. In addition, a user who is actively connected to the Workspace cannot be removed.

If the Workspace member to be removed is the Owner of any Workspace Items (Projects, Managed Content, Components, etc), a dialog will open to request the nomination of a new Owner for the noted number of Items. Use the drop-down menu list to select a Workspace member that will adopt ownership of the Items, confirm the selection with the button and then the option in the following dialog.

A notification email (if enabled) will inform the new Owner of the changes.

If required, specify a user who will become the new owner of the Items currently owned by the user to be removed.

See Transferring Project Ownership for related information on manually specifying a new project Owner.

If a user was added as a Workspace member when a project was shared with them, through the Invitation Request process, then they will be demoted to an External Share level when removed. This maintains their access to the project specifically shared with them, which is then available through the Shared with Me view in their Personal Space or another Workspace they are a member of.
The remove operation cannot be undone. If you remove a user by mistake, you will need to add that user back – by inviting them into the Workspace – in the same way that you would invite any new user.

Processing a Join Request

Users who are registered with your organization's account – as defined in the Dashboard's Users and Groups page – and do not have access to your company Workspace can request access via their My Profile page.

See Joining Your Organization Workspace for information on creating a Join Request.

Such a request will generate an access request email to the Workspace owner administrator and also create a Join Request entry in the Team page. The latter is accessible to administrators via the Join Requests tab option at the top of the page, which includes the current number of pending requests. Note also that the Task navigation entry has an associated red dot to indicate the presence of pending Join Requests.

Open the Join Requests view to approve () or decline () a request entry. In the dialog window that follows, assign a Group (or Groups) to an accepted user, who then will be added as a Workspace member on confirmation ().

When the process is complete, confirmation emails will be sent to both the administrator and the user who created the request.

Processing an Invitation Request

Workspace members who are not in the Administrators group can submit a Workspace access request for another user from the button on the Teams page, or when sharing a project with a user who is not a member of the Workspace. Note that Administrators can directly grant access for such users.

See Submitting an Invitation Request (Non-admin Members) and Sharing with Users outside the Workspace for information on requesting access for another user.

In a similar way to Join Requests outlined above, this will generate an access request email to Workspace administrators and also create an Invitation Request entry in the Teams page. The latter is accessible to administrators via the Invitation Requests tab option at the top of the page, which includes the current number of pending requests.

To grant Workspace access for the requested user, or to reject the submission, open the Invitation Requests view where you can approve () or decline () a request entry. In the dialog window that follows, assign a Group (or Groups) to an accepted user, who then will be added as a Workspace member on confirmation ().

When the process is complete, a confirmation email will be sent to the user who created the request (), and a Workspace invitation email sent to the newly added user ().

If the user invitation request has been generated through the project sharing process, then that user is granted External Share access until the Invitation Request is approved. If the request is declined, the user remains at an external level of access to the project.

When the user has been approved and accepted as a Workspace member and then subsequently removed, they will revert to the External Share status with external-level access to the shared project – as available through the Shared with Me view only.

Managing Guest Users

Users who are not members of the Workspace that have been granted shared access to a Workspace project are regarded as 'External Share' guests. They have access to those shared project resources (only) via the Shared With Me page in their Altium 365 Personal Space or in an Altium 365 Workspace they are a member of.

For related information, see Sharing with External Users and also this Workspace access Knowledge Base page.

The External Share tab option on the Team page provides a direct way for Administrators to view a list of all external users that have been provided shared access to Workspace projects. Note that in the project Share window, each entry has an associated label used to distinguish these users.

An External Share user's entry will remain in the list while a Workspace project is shared with them or until it is deliberately removed. You can indirectly remove an External Share entry by locating Workspace projects shared with them and removing their shared access. To directly remove an External Share user and revoke their shared access to all projects, select the Remove option from the menu associated with their entry in the Team page.

Note that if your Workspace is enabled by a suitable level of Altium software subscription then an additional Review Accesses option is available for all Workspace member entries and listed External Share users. This option will open the Projects view with the Has Access filter option automatically enabled for that user – the view will therefore include only those documents the user has access to.

See Projects Filters for related information.

Admin – Groups

This page is used to manage groups for the Workspace. Groups allow you to further organize your existing Workspace Team members according to, for example, the particular section of the organization in which they are involved, or the design team they are in. Groups also make the sharing of Workspace content and the configuration of other served technologies more streamlined. Note that the Workspace Groups feature is available with the higher level of access to Altium Solutions.

Several sample groups are defined at the time your Workspace is activated. This includes the group Administrators. This group gives administrative privileges to its members. Anyone who is a member of this group has complete access to the Workspace and all associated technologies and services through the browser interface.

The same user can be a member of any number of defined groups.

Create specific groups (or 'memberships') of users from the Admin – Groups page of the browser interface.

All defined groups are presented in a flat listing. Within the main listing, each group is displayed in terms of the following information:

Groups – the name of the group (the default Groups or any manually created Groups)
Members – how many unique Workspace members are part of this Group.

Toggle the arrow icons included in the Groups and Members headers to sort the column's list order accordingly. In addition, you can search for a group by name (Groups field) using the dedicated Search field at the top.

Each Group entry provides management options available from its associated drop-down menu :

Edit – Change the Group's name and add/remove its constituent members. The Administrators group cannot have its name changed. You can, however, manage members for this group, as with any other user-created group.
- Use the Edit Group window's button to add a new Team member to the Group.
- Use the window's control to remove the selected Group member entry.
Review Accesses – Open the Projects view with the Has Access filter option automatically enabled for this Group – the view will therefore include only those documents specifically shared with this Group (regardless of its constituent users, or lack of them). See Projects Filters for related information.
Remove – Delete the currently selected Group. The Administrators group cannot be removed.

The remove operation cannot be undone. If you remove a group by mistake, you will need to add that group back, in the same way that you would create any new group.

Adding a New Group

To add a new group, click on the upper button. Use the following Create Group window to define the group's name and add its members.

When adding a new group you will be presented with a window in which to specify that group and its members.

Use the Group Name field to enter a meaningful name for the new group. For example, this may be a name that is reflective of the task performed by its members. This is a required field.

You will be prevented from trying to create two groups with the same name.

You also can specify the constituent users for the group (its members). These can only be existing members of your Workspace. Start typing the first name, last name, or email address of a user in the Add Members field, to pop up a list of matching Workspace members. Select the required user from the list. Multiple users can be chosen as members of the group.

Group membership may be specified at any stage but if users exist, it can be easier to do this at the time of group creation.

Example group with nominated members, ready to be created.

With name and members defined as required, click to effect the creation of the group. The group will now be available in the list of groups for use in applicable areas elsewhere in the Workspace browser interface – for example when inviting/editing a user, or sharing permissions for access to shareable data items within the Workspace.