Roles & Access Rights
Teamhood offers user access control by offering 3 different licenses on company account level and 5 user roles on workspace level. Here is a quick summary of them all.
Quick Summary
Licenses
Licenses determine how involved a user is in Teamhood’s system. A user is assigned a license during the invitation process.
- Full User – daily users of Teamhood, can become account owner, can have any role in workspaces. Available in all plans.
- Guest Collaborator – external contributors who use Teamhood regularly but with limited permissions. Available in paid plans only.
- Guest Viewer – external stakeholders who only need read-only access to Teamhood’s data. Available in paid plans only.
Note: When changing a user’s license from Full User to Guest, all their activity history including tracked time, task assignments, and comments is retained. So, important data remains available even when user roles are adjusted.
Roles
Roles determine what each user can do in each workspace. User can have different roles in different workspaces if users license allows that.
- Administrator – the most powerful role which can modify any aspect of workspace and it’s data. Requires full user license.
- Collaborator – the most common role which can modify workspace data, but not the workspace itself. Requires full user license.
- Limited Collaborator – user will see only watched or assigned items with limited modification options. Requires full user license.
- Guest – user will see only assigned items with limited modification options. Requires guest user license.
- Viewer – user will see all workspace items, but will not be able to modify neither items, nor any aspect of the workspace. Does not require a license in paid plans.
‼️ Guest and Viewer roles are reserved to match licenses of the same name. Meaning that only full user can change roles per workspace, all other licenses can use only the dedicated role in every workspace where user get’s added as a Team member.
For more detailed roles comparison, read further.
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
- Add Company level time off events or time off for other users
- 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.
User removal & deactivation behavior:
- When a user is removed from the company account, all their assignments, tracked time, and related activity data are permanently deleted from all workspaces.
- When a user is deactivated, all related assignments and historical records remain visible in reports and workspaces, but the user is no longer shown in the active team member list.
- When a user is removed from a specific workspace, all of their assignments and tracked time in that workspace are temporarily removed. If the user is added back to the same workspace later, their previous tracked time and history will become visible again.
User statuses include:
- Active – users currently participating in workspaces.
- Pending – users who have been invited but have not yet accepted the invitation.
- Deactivated – users whose access has been revoked temporarily. These users are not shown in active user lists but their data remains in history.
Read more about different ways of inviting users into Teamhood.
Manage Workspaces
Account Owners can see and manage every workspace in the account from the Manage Workspaces page — no invitation to each workspace required. From there an Account Owner can:
- Archive or delete any workspace in the account.
- Assign admin rights to any user holding a full license.
- Monitor storage usage across all workspaces — see storage management.
Deleted workspaces are not lost immediately — they go to a trash area and can be restored within 30 days. Account Owners can see every deleted workspace in the account; other users see only the ones they deleted themselves.
Account-level feature and policy controls
Beyond user permissions, Account Owners can control what is available across the whole account from Features and Policy settings:
- Who can invite new users. When enabled, only Account Owners can send invitations, which keeps license spend and account access under control.
- AI features and attachments can be enabled or disabled account-wide to match company policy — see Teamhood AI.
- Time Logging Rules govern whether users may log time on completed items, on parent items, or further back than the past 7 days.
Workspace Admins additionally control field-level editing: custom fields, Budget and Estimation can be marked read-only, so everyone can see a value but only Admins can change it.
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 Workspace Administrator, User, Guest and a Viewer
Workspace 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.
Users are your core team members, granted full and ongoing access to the workspace through paid licenses. These licenses provide consistent, long-term access, reflecting their integral role in the project and their expected significant duration of involvement. As functional specialists focused on daily tasks, Users can modify work item-related data, but they cannot change the workspace structure (boards, rows, or settings) or invite other users. Furthermore, Users can only delete work items they themselves created. This role is ideal for team members primarily responsible for executing project tasks and contributing directly to deliverables.
Guests are users with limited licenses, intended for short-term or specific project needs. They don’t have the same continuous access as Users. A Guest must also be assigned a role. Teamhood offers two roles specifically for guests:
- Viewer: This role gives read-only access to the workspace. They can see everything but can’t make any changes. This is perfect for clients who want to follow project progress or stakeholders who need visibility without editing rights.
- Guest: This role allows a guest to interact only with tasks assigned to them. They can update their assigned tasks, comment on them, and track time against them. They can’t see or interact with other parts of the project unless specifically granted permission. This is ideal for subcontractors or external team members working on specific deliverables.
Guests cannot use email addresses from your company’s domain and are available on select plans. For full details, visit the Pricing Page.
Workspace level roles
| Work Item Management | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| View work items | Yes | Assigned only | Assigned only | Yes | Yes |
| Edit work items | – | Assigned only | Assigned only | Yes | Yes |
| Create new work items | – | – | Yes | Yes | Yes |
| Delete or archive work items | – | – | – | Yes | Yes |
| Clone work items | – | – | – | Yes | Yes |
| Change work item schedule | – | – | – | Yes | Yes |
| Change work item budget | – | – | – | Yes | Yes |
| Assign team members to work items | – | – | – | Yes | Yes |
| Be assigned as a watcher | Yes | – | Yes | Yes | Yes |
| Suspend items | – | Assigned only | Assigned only | Yes | Yes |
| Comments & Collaboration | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| Write comments on items | Yes | Assigned only | Assigned only | Yes | Yes |
| Mention other users in comments | Yes | Assigned only | Assigned only | Yes | Yes |
| Track time | – | Assigned only | Assigned only | Yes | Yes |
| Add, edit, or delete file attachments | Add & delete owned files | Add & delete owned files | Add & delete owned files | Yes | Yes |
| Task Structuring & Dependencies | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| Create child items | – | – | – | Yes | Yes |
| Create task dependencies | – | – | – | Yes | Yes |
| Create milestones | – | – | – | Yes | Yes |
| Create synced copies | – | – | – | Yes | Yes |
| Save items as templates | – | – | – | Yes | Yes |
| Change item location | – | – | – | Yes | Yes |
| Reporting & Customization | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| See changelog (work item history) | Yes | Assigned only | Assigned only | Yes | Yes |
| See any reports | Yes | – | – | Yes | Yes |
| Create, edit, or delete workspace reports | – | – | – | – | Yes |
| Update custom field values | – | – | – | Yes | Yes |
| Create any custom field | – | – | – | – | Yes |
| See tags | Yes | Assigned only | Assigned only | Yes | Yes |
| Edit, remove, or add tags | – | – | – | Yes | Yes |
| Board & Workspace Management | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| Create, edit, or delete board views | – | – | – | Personal Only | Yes |
| Create, edit, or delete workspace boards | – | – | – | – | Yes |
| Filter boards | Yes | Yes | Yes | Yes | Yes |
| Use “My Worksheet” | – | Yes | Yes | Yes | Yes |
| User & Workspace Administration | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| Invite users to the workspace | – | – | – | – | Yes |
| Change workspace settings | – | – | – | – | Yes |
| Delete workspace | – | – | – | – | Yes |
| Update holiday calendar | – | – | – | – | Yes |
| Integrations & External Tools | Viewer | Guest | Limited Collaborator | Collaborator | Workspace Administrator |
| Integrate with Google, Microsoft & Slack | – | Yes | Yes | Yes | 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.
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 paid subscription.
Read more about inviting people here.
If you have questions or the above guide is not enough contact us!