Skip to main content

Team Tab

The Team tab shows everyone with access to the current project and is the primary place for project admins to invite, manage, and deactivate team members. From here you can confirm who can review documents, who holds admin responsibilities, and which access control groups each member belongs to.

Workflows team management

Team member list​

Each row shows:

ColumnDescription
NameDisplay name of the team member.
EmailAccount email address.
RoleProject-level role (see Role descriptions below).
Access groupsAll named access control groups this member belongs to.
Last activeDate and time the member last performed any action on this project.
StatusActive (can access the project) or Inactive (access suspended).
Invitation statusPending (invite sent but not yet accepted) or Accepted.

Role descriptions​

RoleCapabilities
Organisation adminFull access to all projects and organisation-level settings. Can create and delete projects, manage all users.
Project adminConfigures project settings, templates, review matrix, packages, and reviewer groups. Can manage project-level team members.
Document controllerOperates the register, uploads documents, issues transmittals and correspondence, manages workflows.
ReviewerResponds to assigned review, approval, and acknowledgement workflow steps.
ViewerRead-only access to documents, transmittals, and reports. Cannot submit responses or upload.
External participantScoped access for reviewers outside the organisation. Typically limited to review steps they are directly assigned to.

Filtering the team list​

Use the filter controls above the list to narrow the view:

  • By role — show only members with a specific project role.
  • By access group — show members belonging to a specific group.
  • By status — show only Active or Inactive members.
  • Search — filter by name or email address.

Inviting a team member (Admin)​

  1. Select Invite member in the top right.
  2. Enter the invitee's email address.
  3. Select their project role.
  4. Optionally assign them to one or more Access control groups.
  5. Send the invitation. The invitee receives an email with a one-time link to accept and set up their account (if new) or join the project (if already a user).
  6. Pending invitations appear in the team list with an Invitation status of Pending.

Changing a member's role or groups (Admin)​

  1. Click the member's row to open their profile.
  2. Adjust the Role selector.
  3. Add or remove Access control groups from the groups selector.
  4. Save. Changes take effect immediately.

Deactivating a member (Admin)​

  1. Click the member's row to open their profile.
  2. Select Deactivate.
  3. Confirm. The member can no longer access the project. Their name remains on historical records (reviews, transmittals, audit trail).

To reactivate, open the member's profile and select Reactivate.

Access control groups​

Access control groups add fine-grained permission and document visibility filters on top of project roles. A team member can belong to multiple groups.

  • Groups are created in Settings → Access Groups.
  • Assign groups to members in their profile, or when sending the invitation.
  • A member without any group inherits the base permissions of their project role only.

See Access Control Groups for group configuration details.