Workspaces and members
How a Celiq workspace works as your team's tenant, plus how Luminaries invite, manage, and remove members.
When to use it — When you need to add teammates, set their roles, free up seats, or hand off a workspace to another administrator.
Where to find it — Open the Members screen at Settings → Members (
/settings/members).Who can use it — Everyone can view their own role and the member list. Only a Luminary can invite, change roles, remove members, or toggle workspace settings.
Your workspace is the boundary that keeps your team's work separate from every other team on Celiq. When you sign in, Celiq scopes everything you see — projects, data, and members — to your one workspace. Members are people who belong to that workspace, each with a single role that controls what they can do.
This page covers the workspace model, how membership and invitations work, how seats are counted, and the workspace-level settings a Luminary controls. For what each role can and cannot do, see Roles.
Overview
A workspace holds two things you manage on the Members screen:
- Members — the people in your workspace. Each member has a role (Luminary, Weaver, Tracer, or Lens) and a status (active, pending, or removed).
- Workspace settings — workspace-wide toggles a Luminary controls, such as hiding the built-in demo project.
A common point of confusion: Projects are not separate workspaces. A project (reached from Loom → Projects) is a Forge project inside your one workspace — a way to organize domains and data sources by business area. Creating a project does not create a new tenant, and it does not change who your members are. Members and seats are counted once, at the workspace level, across every project.
When to use it
Open the Members screen when you need to:
- Invite a new teammate and choose the role they start with.
- Promote or demote an existing member (for example, give a Tracer build access by making them a Weaver).
- Remove someone who has left the team.
- Check how many seats you have used against your seat limit.
- Hand off administration by promoting another member to Luminary.
- Hide the demo project once your own data is connected.
Concepts
| Term | What it means |
|---|---|
| Workspace | The top-level tenant. All your data, projects, and members live inside it. |
| Member | A person who belongs to the workspace, with one role and a status. |
| Role | What a member can do: Luminary (admin), Weaver (builder), Tracer (analyst), or Lens (read-only). See Roles. |
| Status | A member is active (accepted and in the workspace), pending (invited but not yet accepted), or removed (revoked, no longer counts as a member). |
| Invitation | An emailed link that lets someone join your workspace. The link is valid for 7 days. |
| Seat | One active member uses one seat. Your plan has a seat limit; seats used counts your active members. |
| Project | A Forge project inside the workspace (Loom → Projects). It groups domains and data sources — it is not a separate workspace. |
Getting started
Before you can manage members:
- You must be signed in to your workspace.
- To invite, change roles, or remove members, you must be a Luminary. Other roles can open the screen and see the member list and the role guide, but the invite form, role dropdowns, and remove actions are hidden for them.
To open it, go to Settings → Members (/settings/members). The page title reads Workspace Members.
Step-by-step
Open the Members screen
Navigate to Settings → Members (/settings/members). You will see the Invite a member form (Luminaries only), the Members list, any Pending invitations, and a Role guide at the bottom.
Check your seats before inviting
Above the invite form, Celiq shows your seat usage — for example, 2 / 3 seats used, or 5 members · unlimited seats if your plan has no cap. If you have already hit the limit, the invite form is disabled and a Contact sales message appears.
Invite a teammate
Enter the teammate's email in the colleague@example.com field, pick a role from the dropdown (Luminary, Weaver, Tracer, or Lens), and click Send invite. Celiq emails them a link to join, valid for 7 days. On success you'll see Invite sent!, and the invitee appears under Pending invitations.
The teammate accepts the invite
The invitee opens the link in the email and accepts. Their status changes from pending to active, they join your workspace with the role you chose, and they begin using a seat.
Change a member's role
In the Members list, use the role dropdown next to a member and pick the new role. The change applies immediately. Celiq will block the change if it would leave the workspace with no Luminary (see Common mistakes).
Remove a member
Click the ··· (member actions) button next to a member, choose Remove member, and confirm in the dialog. The member's status becomes removed, they lose access, and their seat is freed. This cannot be undone — you would need to re-invite them.
Cancel a pending invitation
Under Pending invitations, click Cancel next to an invite and confirm. The invite link stops working immediately.
Examples
A typical first week for a new workspace looks like this.
You start as the sole Luminary. You invite two teammates from Settings → Members:
dana@acme.comas a Weaver, so she can build domains and mosaics.lee@acme.comas a Tracer, so he can explore and comment but not edit the model.
Your seat counter now reads 3 / 3 seats used (you plus two invitees). The two appear under Pending invitations until they accept; once they do, they move into the Members list as active.
Later you connect your own warehouse and want to remove the sample data from view. You turn on Hide demo project so the built-in demo disappears from Forge, Discover, Orion, and everywhere else.
If you want a portable copy of your modeling work — every node, domain, reveal, and mosaic as files — you can use the semantic-layer export, which produces a zip organized like this:
semantic-layer.zip
├── nodes/
│ ├── orders.yaml
│ └── customers.yaml
├── domains/
│ └── sales.yaml
├── reveals/
│ └── index.json
└── mosaics/
└── <id>.mosaic.cmlBest practices
- Keep at least two Luminaries. A workspace must always have one Luminary; a second admin means you are never locked out if one person is away or leaves.
- Invite at the lowest role that fits. Start people as Tracer or Lens and promote to Weaver only when they need to build. You can change a role at any time.
- Reclaim seats by removing people who have left. Removed members free their seat, so you can invite someone new without raising your limit.
- Hide the demo project after onboarding. Once real data is connected, hiding the demo keeps Forge, Discover, and Orion focused on your own model.
- Use the export before a major reorganization. A semantic-layer export is a simple, file-level snapshot you can keep as a backup.
Tips
Use Pending invitations to see exactly who has been invited, by whom, and when each invite expires. If someone says they never got the link, cancel the old invite and send a fresh one — that resets the 7-day window.
Common mistakes
Confusing projects with workspaces. Creating a new project under Loom → Projects does not create a new tenant or a separate set of members. Members and seats are shared across all projects in the one workspace.
Expecting to invite past your seat limit. When seats are full, the invite form is disabled. Remove an unused member to free a seat, or contact sales to add more.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| Invite form, role dropdowns, and remove buttons are missing | You are not a Luminary | Member management is Luminary-only. Ask a Luminary to make the change, or to promote you. |
| "Workspace must have at least one Luminary. Promote another member first." | You tried to demote or remove the only Luminary | Promote a second member to Luminary first, then retry. |
| "User is already a member" | The email belongs to an existing active member | No action needed — they are already in the workspace. Check the Members list. |
| Invite form is disabled with a Contact sales message | Your workspace has reached its seat limit | Remove an unused member to free a seat, or email sales@celiq.co to add seats. |
| The invitee says the link no longer works | The 7-day invite window expired, or the invite was cancelled | Send a fresh invite from the Members screen — this issues a new link and resets the window. |
| Invalid role error when inviting | The chosen role isn't one of Luminary, Weaver, Tracer, or Lens | Pick a role from the dropdown rather than an unsupported value. |
Related pages
- Roles — what each role can and cannot do.
- User roles — a getting-started overview of the four roles.
- Projects — Forge projects that live inside your workspace.
- Billing — plans and seat limits.