Sharing and roles

Inviting someone onto a schedule, choosing what they can do with it, what happens on the invitee's side — who accepts or declines —, and how to leave a schedule shared with you.

Inviting

From Settings › Sharing — a tab the owner and the schedule's administrators see —, the MEMBERS section lists who has access (the owner marked owner, each member with their role). Right below, INVITE offers a role menu — Administrator, Contributor or Reader, each saying in one sentence what it allows — and an E-mail (optional) field, then Invite….

Inviting creates an invitation, never an automatic member. The person only becomes a member of the schedule once they accept the invitation; they can also decline it. Until then, they see nothing of the schedule, and the schedule sees nothing of them — not their name, not their absences, not their workload in the risks. This holds even for an e-mail already known to PalmaPlan.

• With an e-mail, the invitation is sent to that address by mail, with a link valid for seven days to accept or decline. If the address belongs to a confirmed PalmaPlan account, a notification is also placed in their bell, and the invitation waits for them in All schedules. The link is also shown on screen, to be copied and passed along by hand if the mail doesn't arrive.
• Without an e-mail, a link valid for seven days is created, to copy and pass on: whoever opens and accepts it joins the schedule.
• An existing member, invited again by their e-mail, changes role right away, with no new invitation.

A pending invitation shows up in the same list ("e-mail · pending · role · expires on date") — by the address you typed, never by a name — with a Revoke button that cancels it: its link stops working right away.

What the invited person sees

In PalmaPlan, if they already have an account at the invited address: All schedules shows, above the list, an Invitations section — "Who invited them invites you as a contributor on “schedule name”." (or as an administrator, as a reader), Pending, the expiry date — with Accept and Decline. Accepting brings the schedule into Shared with me; declining removes the invitation, and the owner no longer sees it as pending.

Through the link in the mail, they land on an Invitation screen:

• If they're already signed in with the right account, Accept makes them join the schedule, Decline removes the invitation.
• If they're signed in with a different account than the one the invitation targets, the screen says so plainly — "This invitation is for e-mail; you're signed in as other name." — with a Sign in with another account link.
• If they have no account, the screen announces it ("Who invited them invites you to edit the schedule 'schedule name'. Create your account to accept.") and offers a form — name, e-mail (already filled in if the invitation carried one), password, confirmation — whose submission creates the account and accepts the invitation in a single gesture: it's the only way to create a PalmaPlan account, there's no open sign-up otherwise. The person lands directly in the shared schedule, with the given role. An invitation link does not prove their address, though: a confirmation e-mail goes out at once, and until they follow it, only the schedules shared with them open — a banner reminds them. Below the form, Decline the invitation removes it without creating an account.

A declined or revoked invitation, opened again, says so: "This invitation has been revoked or declined."

What the role changes

Three roles, plus the owner — a special administrator, the only one who can move the schedule to the trash, purge it or transfer it. A schedule can have several administrators.

A contributor opens Settings like everyone else, but doesn't change them: the fields are greyed out and the header says so ("Only an administrator changes these settings; you can see them without changing them.") — only the Show the legend box stays theirs. A reader sees Versions without creating or restoring any. What your role doesn't allow isn't offered on screen. The Actions menu offers every member Copy an embedded view (1 h): the address of a view of this schedule, the one an AI displays, which never does more than your role — read-only for a reader.

A reply in a thread belongs to its author alone: nobody else — not even an administrator — edits or removes it.

An agent (Claude, a named token) acts with the role of the person who connected it, never more; a read-only token writes nothing, whatever that role.

Changing a role: the menu next to the member's name, in MEMBERS; the change applies at once, and that person's open screen follows it live. Remove (on an existing member) or Revoke (on a pending invitation) takes access away right away.

Since 0.29.0, the former "editor" role is called contributor. A former editor became a contributor: they no longer adjust the schedule's settings or restore versions — the owner gives those gestures back by making them an administrator.

Leaving a schedule

A schedule shared with you — whatever your role — can be left from All schedules: its row's menu, Leave this schedule, then Leave to confirm (or Cancel). You lose access right away — a screen still open on it loses it live — and the schedule no longer sees your absences. It's the same departure as when an administrator removes you: the rows linked to you and the actions assigned to you stay in the schedule, which flags them as belonging to a removed member. To come back, you need a new invitation.

The owner can't leave their own schedule: they first transfer ownership to a member (below), and can then leave it as an administrator.

Transferring ownership

Still in Settings › Sharing, OWNERSHIP › Transfer ownership… opens a menu to pick an existing member, then Confirm the transfer (or Cancel). The text warns: "You will stay an administrator of the schedule; only the new owner will be able to move it to the trash or transfer it." — the transfer makes the chosen member the owner, and leaves you administrator on that particular schedule. Only the owner sees this section. An account can't close itself while it still owns schedules — see Account and data.

What happens when you get it wrong

• An invitation sent to the wrong address: Revoke it before it's accepted; the link stops working right away.
• The wrong role was chosen: change it in the menu next to the member's name, or re-invite the same e-mail with the other role — an existing member changes role with no new invitation needed.
• An invitation link opened while signed in with the wrong account: the screen says so and offers to sign in again, it never grants access to the current account.
• An invitation you don't want: Decline — in All schedules or on the link's screen. Nothing about you was shown to the schedule.
• A schedule you no longer want to follow: Leave this schedule, as above.

What this page doesn't cover

• Publishing a read-only address, with no account needed: a different gesture — see Publishing.
• Editing together on the same schedule at the same time: see Exclusive editing.
• Seeing who did what afterwards: see History and Compare.