NVivo AI Cloud: Share a Project and Manage Access

Sharing gives other people access to a project so they can contribute to the research. As the project owner, you invite people by email, view who has access, manage the invitations you have sent, and transfer ownership to another member when required.

Steps to share a project

Prerequisite: As a project owner, make sure each team member has their own NVivo AI Cloud license before inviting them from NVivo AI Cloud. 

1. Open the project and click Share in the top bar. The Share dialog opens on the Share tab.

2. In the Email address field, enter one or more email addresses. Separate multiple addresses with commas.

3. Click Add. NVivo AI Cloud creates one invitation per address and emails each person a link to join the project.
   

4. (Optional) Open the Invites tab to view outstanding invitations. Each pending invitation includes a Copy invite link button for sharing the link directly. The invited user can then open the link and sign in with the invited email address, and they are added to the project.
   
   
   Note: An invitation is created as its own record with a redeemable link. Each address becomes a separate invitation. An invitation remains redeemable for seven days.

5. Open the Access tab to confirm that the new member appears in the list of people with access.

Roles and permissions

Sharing is restricted to the project owner. The Share button appears in the top bar only for the project Owner; Collaborator users cannot open the dialog. All actions in the dialog (inviting, removing a member, revoking an invitation, copying an invite link, and transferring ownership) are restricted to the owner.

The Owner role cannot be assigned through an invitation: a project has exactly one owner, and ownership changes only through a transfer.

Accepting an invitation requires no project permission. Any signed-in user can open a valid invitation link, but only the user signed in with the invited email address can redeem it.

Manage pending invitations

The Invites tab lists invitations that have not yet been accepted. When an invitation is accepted, the member appears on the Access tab.

Each invitation shows the invited email address and a status badge: Pending, or Expired after the seven-day window has passed. Expired invitations remain listed and can be revoked or superseded by inviting the address again.

Each invitation is tied to a single email address, and Copy invite link is available on each pending invitation. A copied link can be shared directly because it can only be redeemed by the invited address. Emailed invitations are recommended; use Copy invite link when the recipient prefers to receive the link directly.

To withdraw an invitation, select Revoke invitation on its row. Revoking disables the invitation link, so NVivo AI Cloud prompts for confirmation. You can invite the person again later. Revoke invitations you no longer intend to honor so that stale links cannot be redeemed.

Manage members

The Access tab lists everyone with access to the project. Each entry shows the member under Name (with their email address beneath, and (You) next to your own entry), their role under Permissions, and their most recent activity under Last active.

The owner cannot be removed; ownership must be transferred instead. To remove any other member, open the row options menu and select Remove user. Removal takes effect immediately, so NVivo AI Cloud prompts for confirmation. You can invite the person again later.

Transfer ownership

Each project has a single owner. Use the Ownership tab to transfer ownership to another member. Because a project can have only one owner, a transfer replaces the current owner rather than adding one.

The tab shows the Current owner and, under Transfer ownership to, the other project members, each with a Make owner button.

Selecting Make owner opens a confirmation dialog titled Transfer ownership that identifies the new owner. On confirmation, the transfer completes in a single step: the selected member becomes the owner, and your role changes to Collaborator.

A transfer cannot be undone. After confirmation, the Share button is no longer available to you, so you cannot transfer the project back yourself; only the new owner can transfer it. Confirm the handover with the incoming owner before transferring, because they will control project access afterward.

Accept an invitation

This section describes the experience of the invited person. Opening the link from the invitation email (or a copied link) redeems the invitation on arrival. The person must be signed in with the exact invited email address; the link cannot be redeemed by any other account.

If a person reports the Invitation sent to a different email message, verify which address you invited and ask them to sign in with that address.