Stakeholders and invites
Manage stakeholders across projects
Keep one clean directory of reusable stakeholders, view per-stakeholder project history, and use Archive (not Delete) to retire records while preserving the audit trail.
Step by step
- 1
Open the directory
Open Stakeholders from the main navigation. The list view shows every active stakeholder with quick filters for archived records and recent activity.
- 2
Add a stakeholder
Click 'New stakeholder' (or pick from the project workbench) and fill in name, email, organization, title, and notes. Save once to make the record available across the workspace.
- 3
Review participation history
Open any stakeholder to see the detail page. The Projects tab lists every project the stakeholder has been on with status and final response.
- 4
Archive when records go stale
For records you no longer want suggested on new projects, click Archive. To bring one back, use the Archived filter and click Restore.
- 5
Reuse on the next project
Reuse the directory from the project workbench: as you type a name or email in the Stakeholders section it autocompletes against the directory.
Guide details
What the directory contains
The stakeholder directory is the workspace-wide address book that feeds every project's stakeholder picker. Keeping it clean pays off across every future project.
- One record per real person - name, email, optional phone, organization, title, notes.
- Stakeholders are not user accounts; they don't log in.
- Records are reusable across any project in the workspace.
- Each record tracks every project the stakeholder has been invited to.
- Archived stakeholders are hidden from new project pickers but kept on historical projects.
Archive vs delete
Treat archive as your normal cleanup tool. Reserve delete for records you created by mistake and have never used.
- Archive - soft-hide, preserves project history, restorable.
- Delete - permanent, blocked if the stakeholder is on any project.
- Notes - use for context that helps the next coordinator (preferred contact channel, scheduling quirks).
FAQ
When should I save stakeholders instead of adding them ad hoc?
As soon as a contact is likely to be involved in more than one project, or as soon as you want to track their participation history. Saving early is cheap; building the directory later from scratch is expensive.
What fields are on a stakeholder record?
Each stakeholder record stores name, email, optional phone, organization, title, and free-form notes. Email is the only field strictly required because it backs invitation delivery.
What is the difference between archive and delete?
Archive removes the stakeholder from selection on new projects but preserves their full history on existing projects. Delete is reserved for records that have never been used on any project - the app prevents deletion otherwise to protect the audit trail.
Can I unarchive a stakeholder?
Yes. Archived stakeholders can be restored from the stakeholders list filter. Restoring re-enables them in the picker without changing any historical data.
How do I see a stakeholder's participation history?
Open the stakeholder detail page. The Projects tab lists every project the stakeholder has participated in, including project status and the stakeholder's final response on inked projects.