Members and roles

How people get into your workspace, and what they're allowed to do once they're in. There are three roles — Admin, Member and Guest — and two levels of membership: the workspace and each project.

Members and roles are part of the core platform, on every plan. (The Free plan is limited to 5 members.)

The two levels of membership

  • Workspace membership decides whether you can sign in to the workspace at all, and whether you can do workspace-wide things like creating projects.
  • Project membership decides what you can do inside a specific project. Being a workspace Member does not automatically put you in every project — someone has to add you.

Your role can differ between the two: you might be a workspace Member but a project Admin on the one project you run.

The roles

Admin

Full control at the level they hold it.

  • Workspace Admin — can invite people, change roles, remove members, manage workspace settings, see Billing and plans, and delete the workspace.
  • Project Admin — can change that project's settings, manage its members, and do everything a project Member can. Permanently deleting work items in bulk requires this role.

Member

The default working role.

  • Workspace Member — can create projects, and can open Workspace settings → Members to see who's in the workspace (but the Add member button is Admin-only). Cannot see Billing.
  • Project Member — can create, edit and delete work items, cycles, modules, views and pages in that project.

Guest

Read-only, for people outside the team — clients, contractors, stakeholders.

  • Cannot create projects.
  • Cannot create or edit anything inside a project: no work items, no comments on properties, no cycles or modules. Read access only.
  • Cannot open workspace settings.
  • By default, a guest only sees the work items they created themselves in a project. To let them see everything in the project, a project Admin turns on Guest access in Project settings → Members.

Inviting people to the workspace

  1. Go to Workspace settings → Members. (Workspace Admins and Members can open this page; only Admins see the invite button.)
  2. Click Add member.
  3. Enter an email address and pick a role for it.
  4. Click Add more to add another row, and repeat — you can invite several people in one go.
  5. Send the invitations.

You can only invite people at or below your own role. A Member cannot mint an Admin.

📷 Screenshot: The invite dialog with two email rows, each with a role dropdown, plus the "Add more" action.

Managing existing members

On Workspace settings → Members you get the list of everyone in the workspace, with a count, a search box, and a filter by role.

  • Change a role — use the role dropdown on the member's row. Three rules apply: you can't change your own role, you can't change the role of someone whose role is higher than yours, and Guests can't change roles at all.
  • Remove a member — from the same row; you'll be asked to confirm.
  • Leave the workspace — remove yourself, and you're leaving. You'll get a confirmation prompt first.

📷 Screenshot: Workspace settings → Members, showing the member list with the role dropdown open on one row.

Project membership

Workspace membership is not project access. To add someone to a project:

  1. Go to Project settings → Members.
  2. Add a member — you pick from the workspace members who aren't already in the project, and choose their project role.

A person's project role can't exceed what their workspace role allows: someone who is a Guest in the workspace can only be a Guest in a project.

The same settings page also holds:

  • Project Lead — who owns the project.
  • Default Assignee — who new work items go to when nobody is picked.
  • Guest access — the toggle described above, which gives project Guests view access to all the project's work items rather than only the ones they created. Only a project Admin can flip it.

Tips

  • Give external people Guest, add them to the one project they need, and leave Guest access off if they should only see the items they raised themselves.
  • Make one person per project a project Admin. Permanent bulk deletion and project settings need it, and you don't want that bottlenecked on a workspace Admin.
  • The role filter on the members list is the quickest way to audit who's a Guest before onboarding a client.

Limits & good to know

  • The three roles are fixed. There are no custom roles and no per-permission toggles.
  • Roles are hierarchical: Admin > Member > Guest. Everything a Guest can do, a Member can do; everything a Member can do, an Admin can do.
  • Removing someone from the workspace removes their access to its projects. It does not delete the work they created.
  • On the Free plan the workspace is capped at 5 members. See Pricing.
  • Guests can still use the notification inbox for the items they can see.