Teamhood offers 3 levels of access control – organization level, workspace level and public access.
You can define organization account owners by being owner yourself. First user who creates company account, becomes owner by default. Later that user can promote other people to account owners.
Owner can do the following:
You can manage ownership, users and subscriptions by clicking on your avatar and choosing “Users and Licensing” menu. If you cannot see that menu – you do not have ownership role.
All other (non-owner) users will be regular systems users who participate in workspaces. Those users will not be able to access Owner panel. You can invite people from here or directly from any workspace. Read more about different ways of inviting users into Teamhood.
In short – guests are limited licenses for short-term or limited use. Guest user is not a type of role in itself – guest users can be assigned the Reader or the Limited collaborator roles. The Ideal examples of guest users: Marketing Agency invites it’s customer as a guest to see the progress of customer’s projects. Or, Civil engineering company invites subcontractors who participate in their project to collaborate on dedicated tasks.
You can read more about Teamhood guest users here.
|Reader (available for Guests)||Limited Collaborator (available for Guests)||Collaborator||Workspace Admin|
|View work items assigned to self||Yes||Yes||Yes||Yes|
|View items assigned to other users||Yes||–||Yes||Yes|
|Edit items assigned to self||–||Limited||Yes||Yes|
|Edit items assigned to other users||–||–||Yes||Yes|
|Create new items||–||–||Yes||Yes|
|Create child items for items assigned to self||–||Yes||Yes||Yes|
|Change item schedule, budget, title, tags||–||–||Yes||Yes|
|Create and assign Tags||–||–||Yes||Yes|
|Create, edit, delete workspace views||–||–||–||Yes|
|Create, edit, delete workspace boards||–||–||–||Yes|
|Change workspace settings, delete workspace||–||–||–||Yes|
|Invite users to the workspace||–||–||–||Yes|
Each workspace can have a different group of people working in it. By inviting someone to the workspace, you are granting access to data in that workspace. You can read more about best practices on how to structure data in Teamhood.
There are 4 roles to choose from when inviting or managing users in workspace scope:
Administrator has all the rights to modify anything inside the workspaces. Including workspace deletion and other workspace member management. Ideally there should be at least 2 administrators per each workspace, but also not too many to reduce risks of deleting/removing essential data.
Collaborators can only modify work item-related data but cannot change workspace structure (boards, rows, workspace settings) and also cannot invite other users into the workspace. This is an ideal role for a functional specialist in your team who performs daily tasks. Workspace collaborators can also delete only the items which were created by themselves.
Limited collaborators can only view and modify items that are either created by them or assigned to them. Modification is also limited to writing comments, attaching files, changing status, and marking items completed. This is the perfect role for 3rd parties like contractors or external team members. This is one of the two roles that can be assigned to Guest users.
Workspace readers can only view items. Other collaborators can still assign the Reader to items. This is one of the two roles that can be assigned to Guest users.
You can configure workspace roles by clicking on the workspace title and navigating to the “Members” menu.
Workspace members management view
You can share any view by making it shared and sending a unique share link to anyone who you want to show the work data. Only people who have the link will be able to open and view the data.
Workspace admins can make boards private and allow only certain group of workspace users to view that board. This is useful when you want to keep sensitive information close to your projects or tasks, but yet not to be shared with everyone in the workspace. This feature requires Premium subscription.
Read more about inviting people here.
If you have questions or the above guide is not enough contact us!