Invite Your Teammates

6 min
Oct 05, 2021

Before you start

Webvizio was built for teamwork, collaboration on web design projects, and web project management, so it was designed to fit a variety of different use cases: website owners, web design agencies, clients, project and/or product managers, dev teams, or independent service providers.

Those use cases will naturally differ by their roles and responsibilities, so there are a number of different roles and user categories in which you and your teammates can use Webvizio. Let’s break it down.

User roles

1. Account Owner

An account owner is the one who signs up for the platform and creates the account. The account owner can be a particular website owner or representative or manage a few different projects in parallel.

An account owner has access to full account management, including:

  • Account management (creating and deleting the account, setting other users’ permissions)
  • Account payments, billing, and subscription management
  • Managing projects within the account
  • Managing users on both the account and projects levels
  • Approving or rejecting requests to add new users to the account
  • Advanced task management (e.g deleting or changing any task incl other users’ tasks)
  • Overseeing project dashboards, productivity reports, and activity logs.

2. Project Manager

A project manager is a person responsible for particular projects and is responsible to oversee and track the project progress and team performance.

For example, a project manager can:

  • Create and manage projects
  • Add users (with appropriate settings – with/without permission from the Account owner)
  • Assign/reassign roles (with appropriate settings – with/without permission from the Account owner)
  • Share / add/remove users at the project level
  • Advanced task management (e.g deleting or changing any task incl other users’ tasks)
  • See project dashboards, productivity reports, and activity logs.

3. Assignee

An assignee is a project executor who is usually getting invited to a project (and platform) and assigned with some tasks to perform.

Assignee access allows them to:

  • Create/ edit their own tasks
  • Delete tasks created themselves
  • Indicate task status, priority and deadlines.

👉Note: When registered users join through a sharing link on all plans, they are automatically assigned an “Assignee” role by default. If the account exceeds the seat limit, all invited users will be added as “Viewers” instead. You can modify this setting in the Account Settings or adjust user roles at any time.

4. Guest

A Guest can be a third-party contributor or a client who’s not actively involved in the project execution and is only invited for a one-time contribution, to view specific projects and share some feedback with the team.

But if you opt-in for any paid plan, your account guests can also be able to create tasks, if guest contributions were allowed by the account owner:

  • with limited functionality, including task titles and descriptions for Pro accounts
  • full task creation capabilities for Agency Pro accounts

For guests on any Pro plan, there is also an option to bypass authorization pop-ups. You can change this at any time in the Account settings.

Guests on Free accounts can only view tasks within a specific project shared with them. They can not create tasks or leave comments until registered or logged in.

Any unregistered user, getting access to a project by a link is seeing it in a Guest view by default, and is not counted against your paid seat quota, so you can invite as many guests as you like.

👉Note: As soon as an unregistered user (guest) logs in or registers, they will be automatically assigned an “Assignee” role if you have seats available or “Viewer” role if no vacant seats are left.

5. Viewer

A viewer is someone who’s not actively involved in the project execution but has access to overview the project’s progress.

The viewer’s permissions are limited to reviewing tasks only.

Users in the Viewer roles do not count against your paid seat quota, so you can invite as many viewers as you like.

The user roles comparison chart is provided below:

Adding users to your account

New users can be added to an account, removed, or assigned a role by the Account Owner or Project manager (if an Account Owner provided this permission in the Account settings).

When adding a user who is not registered in the system, the user receives an email with an invitation to register and a button leading to the registration page. If a user registers with the specified email address, he is automatically added to the account team with the specified role.

Add users to the account, before assigning tasks on a project level. This is important for the account owner to be able to control users’ access to specific projects. This way users will have access only to those projects that the account owner considers necessary. The logic behind this is that if you are an agency and you have several clients, you probably do not want the managers/users of one client to see the projects of another client.

The Webvizio payment plan is calculated on a “per user basis” unless you opt-in for the premium Agency Pro plan, with unlimited users for a fixed flat fee!

Adding users to your project & assigning user roles

When creating a new project, both the Account owner and the Project owner who created the project are automatically assigned to it with admin permissions.

The Account Owner and Project Manager can change user roles within the project, but set them no higher than those assigned to the user at the account level.

Account Owner and Project Manager can add users to a project in the Project Settings menu by:

1) choosing them from the list of all registered users at the account level
2) adding a new user, by typing in an email address and sending an invitation to join the project

Helpful Hint

Add users to the project on the fly!

There is a quick and simple way of adding registered users (at the account level) to the project without presetting in on the project level. Just add a new task, click “assign to” and choose the user in the list, or mention user’s profile name by using the “@USERNAME” command.

As soon as users are assigned to a task within a project, they are being automatically added to the project team.

When new users are added to the project, they are being automatically added to both the project and the account.