Summary
You can add team members to your LaunchNotes workspace in two ways: by pre-approving email domains so colleagues automatically join when they sign up, or by sending direct email invitations. Once added, you can assign roles to control what each person can access and edit.
Page Role Definitions
There are 4 types of users in LaunchNotes: admins, publishers, contributors, and feedback agents.
Admins have full control over the entire LaunchNotes management portal/account.
Publishers can create and post content to your published LaunchNotes page and manage subscribers, feedback and Ideas. The main difference to Admins is that they do not have access to the Settings tab to configure billing settings, email settings, page customizations, or invite other users.
There are 3 types of publishers:
Full Publisher — can publish and edit both announcements and roadmap items.
Announcements only — can publish and edit announcements, but can't publish or edit roadmap items.
Roadmap only — can publish and edit roadmap items, but can't publish or edit announcements. They can also copy announcements from one project to the next.
Contributors can create announcements, roadmap items and feedback, however the main difference to Publishers is that they do not have permission to publish content or edit existing scheduled or published content.
Agents have the ability to submit feedback from Slack, but they don't have any access to the Management Portal. Users with this role type do not count against any user account limits.
Role | Access page Settings | Publish and edit announcements, roadmap items, and ideas | Create and edit announcements, roadmap items, and ideas | Record Feedback on behalf of customers |
Admin | ✅ | ✅ | ✅ | ✅ |
Publishers | ❌ | ✅ | ✅ | ✅ |
Contributor | ❌ | ❌ | ✅ | ✅ |
Agent | ❌ | ❌ | ❌ | ✅ |
Two ways to invite users
Option 1: Pre-approve email domains (automatic invitations)
When you add an email domain to your pre-approved list, anyone who signs up for LaunchNotes using that domain is automatically added to your page. For more information, read How do I automatically add teammates to my LaunchNotes workspace?
Navigate to Settings > Users
In the Pre-approved email domains section, click + Add domain
Enter your company's email domain (e.g., @yourcompany.com)
Click Save
When colleagues sign up using an email from this domain, they'll automatically join your page as a Contributor. You can then change their role if they need more access.
Note: Pre-approved domains are set up page by page. New sign-ups only join the pages where you've added the domain. If you have several pages, add the domain to each one people should join.
Option 2: Send direct email invitations
To invite specific people by email:
Navigate to Settings > Users
Click + Invite user
Enter the person's email address
Select their role
Click Ok to send invitation
The person will receive an email invitation to join your workspace with the role you specified.
Page users vs. organization admins
Go to Settings > Users to see two lists:
Users — people added to this page, with their Page role. Use + Invite user and the three-dot menu (⋮) here to invite, update, or remove people on this page.
Organization admins — admins who have access to every page in your organization, including pages they aren't added to directly.
Organization admins are set up by LaunchNotes when your account is created. To add or change an organization admin, contact LaunchNotes support. An organization admin can also appear in a page's Users list.
Changing user roles
To update someone's workspace role:
Navigate to Settings > Users
Find the user in the list
Click the three-dot menu (⋮) next to their name
Select Update user role
Choose the new role
Click Ok
The change takes effect immediately.
Removing users from your workspace
To remove a team member:
Navigate to Settings > Users
Find the user in the list
Click the three-dot menu (⋮) next to their name
Select Remove user
Confirm the removal
Removed users will no longer have access to your workspace but can be re-invited at any time.
Notes & important info
Only workspace Admins can invite users, change roles, and manage team access.
Organization admins can access every page in your organization, even pages they aren't added to directly. They're set up by LaunchNotes, so contact support to make changes.
Pre-approved domains are set per page, and new sign-ups join as Contributors.
Pre-approved domains work only for new sign-ups. Existing LaunchNotes users with your domain must be invited directly.
Domain pre-approval is useful for larger teams where multiple people need access without sending individual invitations.
Publishers have full access to create and publish content but cannot change workspace settings or view billing information.
User limits are per page. Each plan comes with a specific amount of allocated users. If you try to invite more users and you cannot because you have reached the maximum allocated amount then please contact support.
In July of 2026 we made an update to roles that Contributors can no longer publish and unpublish roadmap items. Admins need to reassign them to the appropriate Publisher role.
Troubleshooting
A colleague signed up but wasn't automatically added to our workspace
Verify their email domain is listed in your pre-approved domains section
Confirm they signed up using their work email, not a personal email address
If they signed up before you added the domain, send them a direct invitation instead
I don't see the option to invite users or change roles
Only workspace Admins can manage users and roles. Contact your workspace Admin to request these permissions or to invite new team members.
An invited user didn't receive the invitation email
Ask them to check their spam or junk folder
Verify you entered their email address correctly
Resend the invitation from Settings > Users
Someone can access a page they weren't added to
Check the Organization admins list in Settings > Users. Organization admins can access every page in your organization.
I need to add or change an organization admin
Organization admins are set up by LaunchNotes. Contact support and we'll make the change for you.
Someone I didn't invite shows up in my users list
They probably signed up with an email from one of your Pre-approved email domains. Check that section in Settings > Users on each of your pages. New sign-ups from these domains join as Contributors.
To stop new sign-ups from joining automatically, click the three-dot menu (⋮) next to the domain and select Remove domain.