Team
Invite teammates to your workspace, choose their roles, and manage who has access.
Your team is everyone at your business who works in your workspace. Teammates are separate from your clients: clients use the client portal and never see your workspace. Manage your team on the Team tab under Settings.
Roles
Every teammate has one of three roles in the workspace. When you invite someone or change a role, you choose from Owner, Admin, and Member.
| Role | What they can do |
|---|---|
| Owner | Everything an Admin can do, plus delete the workspace, invite someone as an Owner, change or remove other Owners, and transfer ownership. |
| Admin | Everything a Member can do, in every project, plus manage billing, workspace and portal settings, and the team; start and delete projects; add and remove project members; set up project and template workflows; send, countersign, and void contracts; and delete tasks, stages, pages, contacts, companies, forms, contracts, project templates, and form responses. |
| Member | Create and edit contacts, companies, forms, contracts, and project templates, copy items from the library, and invite contacts to the client portal. In the projects they’re a member of, Members create and edit tasks, stages, pages, and the project’s details. They can open every project, take part in task discussions and messages, and see workflows and their runs. Members can’t delete records, start projects, set up workflows, or change billing. |
A workspace always has at least one Owner. Workspaces created before roles were simplified may still have teammates with the Viewer role, who can look at projects, contacts, and other records but can’t change anything. Viewer is no longer offered when you invite someone or change a role; change a Viewer’s role to give them more access.
A form that has client responses, or is used on a task, page, template or workflow, can’t be deleted. Archive it instead so nothing is lost. A contract that is on a task can’t be deleted either until those copies are voided.
How to invite a teammate
- Open Settings and select Team.
- Click Invite member.
- Enter their Email and choose a Role: Member, Admin, or, if you’re an Owner, Owner.
- Click Send invite.
Your teammate receives an email with a link to join. You also get a copy of the invite link to share yourself; it’s shown only once, and resending the invitation creates a new link. Invitations expire after 14 days. See How to join a workspace.
How to manage pending invitations
Invitations that haven’t been accepted yet appear under Pending Invites, with their email, role, status, and the date they were sent. Open an invitation’s menu to:
- Resend it with a new link.
- Revoke it so the link no longer works.
How to change a teammate’s role
- On the Team tab, open the teammate’s menu.
- Choose Change role, select the new role, and click Save role.
Admins can manage Admins and Members. Only Owners can change or remove another Owner.
How to transfer ownership
- On the Team tab, open the menu of the teammate who should become the Owner.
- Choose Transfer ownership and confirm.
The teammate becomes an Owner and your role changes to Admin. Only Owners can transfer ownership.
How to remove a teammate
- On the Team tab, open the teammate’s menu.
- Choose Remove member and confirm.
They lose access to the workspace right away. Projects and templates they owned are handed to the longest-standing Owner.
How to leave a workspace
- On the Team tab, click Leave workspace.
- Confirm.
You lose access to the workspace and its projects. Projects and templates you own are handed to the longest-standing Owner. If you’re the only Owner, Leave workspace isn’t shown: transfer ownership to someone else first.