Invite Your Teammates

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, QA & 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 project levels
• Create and manage folders
• Refresh projects to the latest version (via the Refresh project button)
• Approving or rejecting requests to add new users to the account
• Advanced task management (e.g, deleting or changing any task, including other users’ tasks)
• Overseeing project dashboards, productivity reports, and activity logs.

For more detailed information, please refer to this chart comparing user roles.

2. Project Manager

A project manager is a person responsible for specific projects and is responsible for overseeing and tracking the project’s progress and team performance.

For example, a project manager can:

• Create and manage projects
• Create and manage folders
• Refresh projects to the latest version (via the Refresh project button)
• Invite and manage all 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, including other users’ tasks)
• See project dashboards, productivity reports, and activity logs.

The account owner can determine whether users in the project management role can independently invite and manage other users without the account owner’s approval in the User & Permission settings by clicking on the checkbox “Allow project managers to invite and manage users.”

If this option is not active, the account owner must manually confirm each user with the assignee role and higher by clicking the Approve button in the User Management Settings.

For more detailed information about the Project Manager role, please refer to this chart.

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
• Comment and attach files to others’ tasks
• Manage folders.

👉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.

For more detailed information about the Assignee role, please refer to the chart below.

4. Guest

A Guest can be a contractor or teammate who isn’t involved in the project’s daily operations and is only invited for a one-time contribution, to view specific projects and share feedback with the team.

For all plans (Starter, Advanced, and Enterprise), your guests can create tasks and comment on existing tasks if the account owner enables guest contributions:

• Starter plan: Guests can create basic tasks with titles and descriptions
• Advanced and Enterprise plans: Guests have access to extended collaboration features, including full task creation capabilities and enhanced project interaction

Unregistered guests can add comments to existing tasks, upload files, or share video recordings (uploading files/videos is available to the Advanced plan accounts only).

Guest Identification

For guests on any paid plans (Starter, Advanced, and Enterprise), there is also an option to bypass authorization pop-ups. You can change this at any time in the Account settings.

Each guest will automatically be assigned a unique name, which they can change at any time. To update the displayed name, guests should click on the user icon in the top right corner, enter their desired name, and confirm the changes by clicking the ✔️ icon.

Any unregistered user accessing a project via a link sees it in Guest view by default.

After the registration, these users became registered users and must be assigned one of the default roles: Assignee or Viewer.
By default, the converted from the guest role user will be assigned the Assignee role (takes one seat):

• An “Assignee” role if you have available user seats within your plan limit
• A “Viewer” role if all user seats are occupied

You can change this setting in the User & Permission tab ->Default user roles.

More detailed information about the Guest role can be found here.

5. Viewer

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

The viewer’s permissions are limited to reviewing tasks and commenting on existing tasks only.

Users in the “Viewer” role do not count against your plan’s user quota (whether you’re on Starter, Advanced, or Enterprise), so you can invite as many viewers as you like.

User Roles comparison chart

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.

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

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