This article explains why each invited user needs to create their own ProBackup account and authorise the app before they can access any data.
1. To expand the backup scope
The admin may not have access to all workspaces or projects in the app. This is common when teams are split across departments (e.g. Product, Sales, HR), each with their own workspace.
By inviting a team member from another department, their authorisation expands the backup to include the workspaces they have access to.
Example: If the admin has access to Workspace A and invites a team member with access to Workspace B, both workspaces will be backed up.
2. To enforce access control on backups
By default, invited users can only view backups of data they also have access to in the connected app. Authorisation allows ProBackup to determine each user's permissions and apply the correct visibility.
Example: If the admin has access to Workspace A and B, but the invited user only has access to Workspace A, the invited user will not see any backup data from Workspace B.
The admin can override this and grant full access to any invited user in Settings > Users.
Note: The admin always has access to all backed-up data.
3. To provide a fallback connection
If the admin's authorisation token expires or is revoked, ProBackup can no longer back up data through their account. However, if other team members have also authorised ProBackup, backups will continue through their connections.
Inviting additional users helps ensure a stable, uninterrupted backup.