Team members and roles

Who counts as a team member

Team members are the people on your side: designers, developers, writers, project managers. They sign in to the workspace at /app and can work across your clients and projects. Client contacts are different. They only see their own portal and do not use a team seat.

Each plan includes a number of team seats. You can see how many you are using on the billing page.

Roles

Every team member has one role in the workspace:

• Owner. The person who created the workspace. The owner can do everything an admin can, and is the only person who can delete the workspace, transfer ownership, or change or remove an admin. A workspace has one owner.
• Admin. Manages billing, the team, workspace settings, branding, data exports and API keys, as well as all client work.
• Member. Works on projects: uploading files, posting updates, requesting approvals and creating requests.

Roles and permissions on Agency plans and above. On Agency, Agency Plus and Scale, only owners and admins can add, edit or archive clients and invite or remove client contacts. On Solo, Freelancer Pro and Studio, every team member can do this.

If you are not sure which role to give someone, start with Member. You can change it later.

Invite a teammate

Owners and admins can invite teammates.

1. Open Team at /app/team.
2. Under Invite a teammate, enter the person's Email and choose a Role (Member or Admin).
3. Select Send invitation. They receive an email with a link to join the workspace.

If they do not have a Clientwharf account yet, they create one when they accept. If they already have one, the workspace is added to their account. A person can belong to more than one workspace, for example when they freelance for two studios.

Your email address needs to be confirmed before you can invite teammates.

Invitations expire after 7 days for security. Under Pending invitations, select Resend to send it again, or Revoke to cancel it.

When you reach your seat limit

Clientwharf warns you when you are close to your plan's seat limit. At the limit, you cannot add more teammates until you remove someone or move to a plan with more seats. Nobody is removed automatically.

Change a role

Owners and admins can change a member's role from the team page. Only the owner can change or remove an admin. Role changes take effect right away and are recorded in the workspace's audit events.

Remove a teammate

When someone leaves, select Remove next to them on the team page. They lose access to the workspace immediately. Files they uploaded, updates they posted and comments they wrote stay in your projects.

Transfer ownership

The owner can hand the workspace to another team member with Transfer ownership on the team page. If the owner can no longer sign in, contact support@clientwharf.com.

Security for your team

Ask everyone on your team to turn on two-factor authentication. It takes a minute and protects your clients' files if a password is ever exposed. See security and two-factor authentication.