# Organization and members

An organization in datool.ru is a shared space that owns subscriptions, balance, API keys and everything saved: favorites, Following, words and reports. Here you manage your organization: change its name and logo, invite colleagues, assign roles and turn off access, switch between organizations and archive the ones you no longer need.

## Where to find it

[hi.datool.ru/organization/](https://hi.datool.ru/organization/) — the **“Organization and members”** tab of the account. In the “Account profiles” menu, the “Organization and members” item (or “My organizations” in the personal space) and “Invite a member” lead here.

The tab shows the **current** organization — the one selected in the switcher to the right of the heading. Next to the tab heading is a badge with your role.

## Personal space and team

Every person has a **personal space** — an organization of one, created together with the account. Only you are in it, as the owner; you can't invite anyone there. A subscription bought in your personal space works for you everywhere.

An **organization (team)** is a space for working together: you invite colleagues, and the organization's subscriptions, balance, keys and saved lists become shared by all its members. A person can have several organizations — for example, one per client of an agency.

!!! note "Access belongs to the person, limits to the organization"
    Paid blocks of the showcase open if there is a subscription in **any** organization you belong to, whichever is selected right now. With several subscriptions, the highest one applies. Bought yourself Premium — it works for you in teams too; a team bought Business — it works for each member, including in their personal spaces. Removed from a team — its subscription disappears for that person immediately.

    **Limits**, however, belong to the organization: how many channels in Following, how many members, how many words and reports. A team without its own subscription has 1 channel in Following and can't invite colleagues, even if its owner has a personal Premium.

## Organization card

![Organization card: logo, name, seats by plan and logo buttons](https://media.datool.ru/docs/guide/en/cabinet-org-card.webp)

- **Logo** on the left; without one — a square with the first letter of the name.
- **Name.** The owner and administrators edit it right in the field and click **“Save”** (up to 120 characters). A member sees the name and a note that the owner or an administrator manages the settings.
- **Seats used by plan** with a bar — how many seats are taken and how many the plan provides (see “Seats” below). The owner also sees a **“Plans”** link.
- **Logo** (owner and administrators): **“Upload logo”** / **“Replace logo”** — the chosen file is saved immediately; **“Remove logo”**. PNG, JPEG, WebP or GIF up to 900 KB. In the account the logo is shown as a circle, and in the header of PDF reports on the Business plan — in full.

## Seats in an organization

A seat is the right of one person to use the organization. The number of seats depends on the organization's plan (the owner counts as well):

| Organization plan | Seats |
|---|---|
| No subscription | 1 (owner only) |
| Premium | 2 |
| Business and the all-in-one subscription | 5 + extra seats |

**Extra seats** are bought by a team owner on the Business plan: 990 ₽ per seat for 30 days from payment, up to 10 seats per purchase (more — via support). A purchased seat works for its whole term. How to buy — see [“Subscriptions, packs and company details”](/en/cabinet/billing/#extra-seats).

**An open invitation also takes a seat** until it is accepted or cancelled.

**If there are fewer seats** (the subscription or purchased seats ended, the plan became lower), nobody is removed from the organization:

- seats go first to members who have already joined — owners, then by join date; the last to join get the **“Paused — no seat”** status: they don't see the organization and its subscriptions, and their API keys are suspended;
- extra open invitations (the most recently created) are cancelled, and owners get an email that invitations were cancelled for lack of seats;
- as soon as there are enough seats again (plan renewed, seats bought), the pause is lifted automatically.

## Members

![The Members table: invitation panel, members with roles and statuses, invitations and “How the roles differ”](https://media.datool.ru/docs/guide/en/cabinet-org-members.webp)

The card header shows **“Members”** with a count and an **“Invite a member”** button (owner and administrators) that opens the invitation panel. If someone is paused, a hint above the table says how many members are waiting for a seat.

Table columns:

- **Member** — photo or initials, name, email; your row says “This is you”.
- **Role** — a drop-down list and “Save” for those you can manage; otherwise just a label.
- **Status:**
    - **“Active”** — has access;
    - **“Paused — no seat”** — the plan has fewer seats than people (see above);
    - **“Access off”** — the owner turned access off manually.
- **Action** — management buttons (below); “—” if there's nothing to change.

Below the members are **open invitations**: to whom (email, a person by ID or “Anyone with the link”), the invitation link, role, term (invited until DATE or “Expired”), and the **“Copy link”** and **“Cancel invitation”** buttons.

### Roles

The expandable **“How the roles differ”** block below the table briefly explains the difference:

| Capability | Owner | Administrator | Member |
|---|---|---|---|
| Use the organization's subscriptions and data | yes | yes | yes |
| Issue their own API keys | yes | yes | yes |
| Change the name and logo | yes | yes | — |
| Invite, change roles, remove members | yes | yes, except owners | — |
| Appoint and remove owners | yes | — | — |
| Turn members' access off and on | yes | — | — |
| Subscriptions and billing, balance, partner program | yes | — | — |
| Archive the organization | yes | — | — |

There can be several owners. You don't change your own role in the table or remove yourself — use “Leave organization” for that.

### How to invite a member

1. Click **“Invite a member”**.
2. Fill in one of the fields, or neither:
    - **“Email”** — an email with a link is sent to the address. Only the person with that confirmed address can accept the invitation;
    - **“User public ID”** (instead of email) — if the person is already registered: they'll find their ID at the bottom of this same tab (see “Your public ID” below). The invitation will appear on their account Overview;
    - **both fields empty** — you get an **invitation link**: send it in any messenger; anyone who has it can accept it.
3. Choose a **“Role”** — member or administrator (an owner can also invite an owner).
4. Click **“Invite”**. The invitation appears in the table with its link and a “Copy link” button.

An invitation **is valid for 14 days** and can be accepted once. The link is a secret: whoever gets it can join, so don't publish it openly. Cancel an unneeded invitation with **“Cancel invitation”** — the link stops working immediately.

!!! warning "No free seats"
    If all seats are taken (by members and open invitations), the panel shows a “no free seats” message instead of the form, and the owner sees the **“Buy seats”** and **“Plans”** buttons. You can also free a seat by cancelling an extra invitation or removing a member.

You can't invite people to a personal space, to an archived organization, or someone who is already a member.

### Invitations

The invited person opens the link from the email or message (or clicks the organization name in the “You are invited to an organization:” notice on Overview). If they aren't signed in, the site asks them to sign in or sign up and brings them back to the invitation.

The invitation page shows the organization they're invited to, the role, who the invitation is for and the **“Accept invitation”** and **“Not now”** buttons. After accepting, the organization's subscriptions and data become available, and the person's personal space stays separate.

If the link has been used, the page says “The invitation has already been used”; after 14 days — “The invitation has expired”: ask the owner or an administrator to send a new one. You also can't accept an invitation when the organization has no seats left, when it was sent to another email, or when you're already a member — a message in the account will say so.

### Managing a member

- **Change role** — choose a role in the list, click “Save” and confirm in the dialog. An administrator can't touch owners or appoint owners.
- **“Turn off access”** (owner only, not for other owners) — the person stays in the list with the “Access off” status but doesn't see the organization or its subscriptions, and their API keys for this organization are **suspended** (not deleted). Their seat immediately goes to the next paused member. **“Turn on access”** brings everything back if there's a free seat.
- **“Remove from organization”** — the person loses access, and their API keys for this organization are **revoked** for good. To bring them back you'll need a new invitation.

The member gets an email when their access changes: access suspended (with the reason) or access restored.

## From personal space to team

In the personal space, instead of the member table there's a **“How to start working together”** block with two tiles.

![Two ways out of the personal space: “Turn this space into an organization” and “Create a new organization”](https://media.datool.ru/docs/guide/en/cabinet-org-personal.webp)

### “Turn into an organization”

Use this **if a subscription has already been bought in your personal space**: the same space becomes a team, and nothing has to be bought again.

1. Click **“Turn into an organization”** — the page [hi.datool.ru/organization/convert/](https://hi.datool.ru/organization/convert/) opens.
2. Check the “Stays in place” and “What changes” lists.
3. Enter the **“Organization name”** and click **“Turn into an organization”**.

![The “Turn your personal space into an organization” page](https://media.datool.ru/docs/guide/en/cabinet-org-convert.webp)

**Stays in place:** subscriptions, balance and purchased add-ons; favorites, Following, words and reports; API keys and logo. **What changes:** you become the owner and can invite members (as many as the plan allows), members will see the organization's subscriptions and saved items, and you get a **new empty personal space** for personal use.

!!! warning
    An organization can't be turned back into a personal space. You can change the name later.

### “Create an organization”

A new **empty** organization: its subscription is bought separately, and the personal space stays as is. Open it with “Create a new one” on Overview, “Create an organization” in the “Account profiles” menu and in the “My organizations” block; the address is [hi.datool.ru/organization/create/](https://hi.datool.ru/organization/create/).

![The “Create an organization” page](https://media.datool.ru/docs/guide/en/cabinet-org-create.webp)

1. Enter the **“Organization name”** (up to 120 characters) — this is how members will see it and how it will appear on invoices.
2. Click **“Create an organization”**.

You become the owner, the account switches to the new organization right away and opens the invitation panel. If you create it from a personal space that already has a subscription, the page suggests turning the personal space itself into an organization instead.

One person can create **no more than 5 organizations per day** (including “Turn into an organization”).

## My organizations

![The “My organizations” block: all spaces with role, members and plan](https://media.datool.ru/docs/guide/en/cabinet-org-my-orgs.webp)

All your spaces in one list: circle, name, your role (“Only you” for the personal space), number of members and plan (“no subscription” if there isn't one). On the right:

- **“You are here”** — the current organization;
- **“Continue”** — switch to this organization and stay on this tab;
- **“Restore”** — for archived organizations (below).

The block header has a **“Create an organization”** button.

## Archive

An organization can't be deleted: payments and history are tied to it forever. An owner **archives** a team that's no longer needed — the “Archive” block at the bottom of the tab (owner only, not in the personal space).

![The “Archive” block](https://media.datool.ru/docs/guide/en/cabinet-org-archive.webp)

**When it's possible.** Only when everything paid for has ended: subscriptions (including ones bought in advance), packs and extra seats. While something is active, the “Archive” button is disabled, and the text under it says what's blocking it and until when.

**What happens in the archive:**

- the organization disappears for all members, and they get an email;
- members' API keys are **suspended**;
- open invitations are cancelled;
- Following, digests and word tracking of this organization go quiet.

The owner still sees the archived organization as a greyed-out row at the end of “My organizations” and the “Account profiles” menu. The **“Restore”** button (with confirmation) brings it back: members get seats by plan again and their API keys start working.

## Your public ID and leaving an organization

![The strip at the bottom of the tab: public ID and “Leave organization”](https://media.datool.ru/docs/guide/en/cabinet-org-strip.webp)

**“Your public ID”** — your identifier for invitations, with a **“Copy”** button. Give it to the owner or an administrator of another organization — they can invite you without your email. It isn't a secret: nobody can sign in to your account with it.

**“Leave organization”** (not in the personal space) — after confirmation you lose access to the shared data, and your API keys in this organization are revoked. Your personal space stays. The only owner can't leave: first make another member an owner.

## See also

- [Subscriptions, packs and company details](/en/cabinet/billing/) — plans, extra seats and packs.
- [API keys](/en/cabinet/api-keys/) — organization keys and what happens to them when membership changes.
- [Plans](/en/start/plans/) — what each subscription opens.
- [Account overview](/en/cabinet/overview/).