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Roles & Access Rights

Table of contents

Organization level roles
Difference between guest and user
Workspace level roles
Public access and sharing
Private Boards

Teamhood offers 3 levels of access control – organization level, workspace level, and public access.

Organization level roles

You can define organization account owners by being an owner yourself. The first user who creates the company account becomes the owner by default. Later that user can promote other people to account owners.

The owner can do the following:

Activate/deactivate users
Promote users to owners
Remove users as owners
Change subscription / change plan / add more licenses / reduce the number of licenses
Access billing data

You can manage ownership, users, and subscriptions by clicking on your avatar and choosing the ‘Subscription’ or ‘Licenses’ menus. If you cannot see that menu – you do not have the ownership role.

Owner panel

Subscription

Here you can check your current subscription and see the current number of used vs available licenses.

Licenses

In this menu, you can see who on your team holds the licenses, make them owners, and invite new users. You can also review the guest user licenses and which users have been deactivated.

Read more about different ways of inviting users into Teamhood.

All other (non-owner) users will be regular systems users who participate in workspaces. Those users will not be able to access the Owner panel.

Difference between guest and user

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 its customer as a guest to see the progress of the customer’s projects. Or, Civil engineering company invites subcontractors who participate in their project to collaborate on dedicated tasks.

Workspace level roles

	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	–	Yes	Yes	Yes
Edit items assigned to other users	–	–	Yes	Yes
Create new items	–	Yes	Yes	Yes
Create child items for items assigned to self	–	Yes	Yes	Yes
Change item schedule, title, description, tags	–	Yes	Yes	Yes
Change item budget	–	–	Yes	Yes
Create and assign Tags	–	–	Yes	Yes
Create, edit, delete workspace reports	–	–	–	Yes
Create, edit, delete board views	–	–	Only personal	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 the workspace scope:

Workspace Administrator

The 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 workspace, but also not too many to reduce the risks of deleting/removing essential data.

Collaborator

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 Collaborator

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.

Reader

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

Public access and sharing

You can share any view by making it shared and sending a unique share link to anyone to who you want to show the work data. Only people who have the link will be able to open and view the data.

Board views and access

Collaborators can create/modify personal views if their subscription plan allows that, while administrators can create/modify both personal and for everyone views. Read more about board views here.

Private Boards

Workspace admins can make boards private and only allow a 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, yet not to be shared with everyone in the workspace. This feature requires a Premium subscription.