Inviting observers

Observers can be invited in 2 different ways:

• As a meeting observer
• As a team observer

If you are a meeting facilitator, you can invite people to observe a meeting.

The role of the OBSERVER (such as a coach, new team member, cross-team collaborator, or leader) is a way for people to share knowledge, offer feedback if needed after the meeting, and learn more about how teams work. They can observe the process, dynamics, and operations of the team but cannot influence the process.

Unlike regular participants, observers:

• are always named (regardless of meeting anonymity) to help maintain a safe space for contributing participants. 
• cannot add ideas, vote, react, rate, comment, or take any other actions - they can only observe.
• will not be automatically added as team members.
• cannot be existing team members.
• are named in reports but are not included in stats such as the number of participants or participation rates.

Team Observers are automatically invited as non-participating observers to retrospectives and health checks. They can view meeting outcomes, team insights, and trends—without actively contributing—making it ideal for managers, coaches, or stakeholders who need visibility while allowing teams to focus on participation.

Inviting a meeting observer

1. Browse to the team HOME page.
2. Navigate to the RETROSPECTIVES or HEALTH CHECKS tab.

3. Explore different categories and select your template.

   

   
   

4. Upon creating the meeting, an invite dialog box will appear.

   

5. Invite the user via EMAIL or CODE/LINK and set their role as OBSERVER ONLY.

   Please note that you cannot change the role of an observer during a meeting.

6. Once they accept accept the invitation and gain access to the meeting, they will appear as an observer in the TEAM side panel.

   

Inviting a team observer

1. Browse to the team HOME page.

2. Navigate to the MEMBERS page.

   

   
   
3. If the user is not a member yet, click here for the different options available to invite them.

4. If they are an existing member, locate their name and change their role to OBSERVER from the team role dropdown menu.

   

   
   
5. They will automatically be invited as non-participating observers to future meetings.