Team Permissions

Manage access and control what team members can do.

Permission Levels

Team Roles

Role Comparison

Managing Roles

Assigning Roles

When inviting:

1. Click Invite Members
2. Enter email
3. Select role from dropdown
4. Send invitation

For existing members:

1. Go to Team Settings → Members
2. Find the member
3. Click their current role
4. Select new role

Changing Roles

Only owners and admins can change roles:

1. Go to Team Settings → Members
2. Find the member
3. Click the role dropdown
4. Select new role
5. Change is immediate

Demoting Yourself

Be careful - if you demote yourself:

• Another admin must restore you
• Or the owner must intervene
• You lose the permissions immediately

Owner Permissions

What Owners Can Do

Owners have full control:

• All admin permissions
• Manage billing and subscription
• Delete the team
• Transfer ownership

Transferring Ownership

To make someone else the owner:

1. Go to Team Settings → General
2. Click Transfer ownership
3. Select new owner (must be admin)
4. Confirm with password
5. You become an admin

<Callout type="warning"> Ownership transfer cannot be undone without the new owner's cooperation. Be certain before transferring. </Callout>

Multiple Owners

Each team has exactly one owner. For shared responsibility:

• Have multiple admins
• Document who handles what
• Consider business plans with enhanced controls

Project Permissions

Project Access Levels

Within projects, additional access control:

Setting Project Access

1. Open project
2. Click Share or Members
3. Find the member
4. Set their access level
5. Save changes

Default Access

When a team member accesses a team-visible project:

• They get "Can edit" by default
• Private projects require explicit invitation
• Admins get "Can manage" by default

Guest Permissions

What Guests Can Do

Guests have limited access:

• ✅ Access shared projects
• ✅ View and complete tasks
• ✅ Add comments
• ✅ Upload attachments
• ❌ See other team projects
• ❌ View team settings
• ❌ Invite others

Managing Guests

Invite guests to specific projects:

1. Open the project
2. Click Share
3. Click Invite guest
4. Enter their email
5. Set their project access level
6. Send invitation

Converting Guests to Members

If a guest needs more access:

1. Go to Team Settings → Members
2. Find the guest
3. Click Convert to member
4. They become a full team member

Workspace Permissions

Sections and Folders

Control access at different levels:

Team level

• Who can see the team
• General permissions

Project level

• Who can access specific projects
• Project-specific permissions

Task level

• Task assignment
• Comment permissions

Inheriting Permissions

Permissions flow down:

• Team permissions → apply to projects
• Project permissions → apply to tasks
• Explicit settings override inherited

Security Settings

Two-Factor Authentication

Require 2FA for team members:

1. Go to Team Settings → Security
2. Enable Require 2FA
3. Members must set up 2FA
4. Non-compliant accounts are restricted

Session Management

Control active sessions:

1. Go to Team Settings → Security
2. View active sessions
3. Force logout if needed
4. Set session timeout

IP Restrictions (Business)

Limit access by IP:

1. Go to Team Settings → Security
2. Enable IP restrictions
3. Add allowed IP ranges
4. Only those IPs can access

Audit Logs

Viewing Activity

See what happens in your team:

1. Go to Team Settings → Audit log
2. View all actions:
   • Member changes
   • Permission updates
   • Project access
   • Security events

Filtering Logs

Search audit logs by:

• User who performed action
• Action type
• Date range
• Affected resource

Exporting Logs

Download for compliance:

1. Apply filters
2. Click Export
3. Download CSV
4. Store securely

Best Practices

Principle of Least Privilege

Give minimum necessary access:

• Start with lower permissions
• Elevate when justified
• Review regularly

Role Assignment Guidelines

Make someone an Admin when they need to:

• Invite team members
• Manage team settings
• Create organizational structure

Keep as Member when:

• They just need to work on tasks
• No management responsibilities
• Standard collaboration needs

Regular Reviews

Monthly permission audit:

1. Review member list
2. Check role assignments
3. Verify guest access
4. Remove unused accounts

Documenting Decisions

Keep records of:

• Why permissions were granted
• Who approved changes
• When to review again

<Callout type="tip"> Create a simple permission matrix document for your team, showing what each role can do and why. </Callout>

Troubleshooting

"Permission Denied" Errors

Check:

• You're signed into correct account
• Your role has needed permission
• Project hasn't been made private

Can't Change Someone's Role

You need:

• Owner or Admin role
• Higher role than the person you're changing
• Active team membership

Lost Admin Access

If locked out:

• Contact team owner
• Or contact support with ownership proof

Next Steps

• Invite team members
• Share projects
• Set up team chat