Use roles as a safety tool
Administrator access should be reserved for people who manage billing, team membership, settings, and high-impact decisions. Curator access is better for people who create, edit, review, and publish collection work.
Volunteer access should be used when someone helps with catalog entry, inventory, or review but does not need account settings or billing controls.
Invite people by individual email
Avoid shared logins. Individual accounts make audit history useful because the museum can see who created, edited, approved, or deleted important records.
Before sending an invitation, confirm the email address and role aloud or in writing. Invitation mistakes are easier to prevent than to clean up later.
Review pending invitations
If someone says they never received an invitation, check pending invitations before sending another. Resend the invite if the address is correct.
Delete pending invitations that were sent to the wrong address or are no longer needed. This keeps the team list understandable for future administrators.
Remove former staff promptly
When a staff member, contractor, or volunteer leaves, remove their access from Settings. Their past audit activity remains useful, but they should not keep access to the current workspace.
For sensitive transitions, review recent audit activity after removing access so the museum has a clear record of recent changes.