Team Management

Managing Team Members

Add members, assign roles, manage permissions, and organize your team for effective collaboration.

In this article

Adding Team Members

TeamFizz offers multiple ways to add team members to your organization:

Method 1: Email Invitation

  1. Navigate to Organization Settings

    Click your organization name in the top navigation bar, then select "Settings."

  2. Go to Members Tab

    Click on "Members" or "Team" in the settings sidebar.

  3. Click "Invite Members"

    Look for the "+ Invite Members" button in the top right.

  4. Enter Email Addresses

    Add one or more email addresses (separated by commas for multiple invites).

  5. Select Role

    Choose the appropriate role: Admin, Member, or Guest.

  6. Add Personal Message (Optional)

    Include a welcome message to personalize the invitation.

  7. Send Invitations

    Click "Send Invites" and team members will receive an email with a join link.

Method 2: Invite Link

  1. Generate Invite Link

    In the Members section, click "Generate Invite Link."

  2. Configure Link Settings
    • Set expiration time (24 hours, 7 days, 30 days, or never)
    • Set maximum number of uses
    • Choose default role for new members
  3. Copy and Share

    Copy the link and share it via email, Slack, Teams, or your preferred channel.

Tip: Invite links are great for onboarding multiple team members at once or sharing during team meetings.

Roles and Permissions

TeamFizz uses role-based access control to manage what team members can do:

Note: This article describes Organization Roles that control access within your organization. System Admin is a separate platform-level role reserved for TeamFizz administrators and is not available to organization users.

Organization Admin

Full Organization Access

Organization Administrators have complete control over their organization.

Permissions:
  • Manage billing and subscription
  • Invite and remove members
  • Change member roles
  • Access all projects (even private ones)
  • Configure organization settings
  • Manage integrations and API keys
  • View analytics and reports
  • Export organization data
Important: Only assign Organization Admin role to trusted team members as they have full access to sensitive settings and billing within your organization. Organization Admins cannot access other organizations or platform administration features.

Member

Standard Access

Members can fully participate in projects they're assigned to.

Permissions:
  • Create new projects
  • View all organization members
  • Join public projects
  • Manage projects they created or are assigned to
  • Create and edit tasks
  • Upload and share files
  • Send messages and participate in chat
  • View their own time entries and reports

Cannot: Access billing, remove other members, or change organization settings.

Guest

Limited Access

Guests have restricted access to specific projects only.

Permissions:
  • Access only assigned projects
  • View and complete assigned tasks
  • Participate in project discussions
  • Upload files to assigned projects
  • View project calendar events

Cannot: Access billing, remove other members, change organization settings, or access platform administration.

Guest

Limited Access

Guests have restricted access to specific projects only.

Permissions:
  • Access only assigned projects
  • View and complete assigned tasks
  • Participate in project discussions
  • Upload files to assigned projects
  • View project calendar events

Cannot: Create projects, view organization members, or access other projects.

Use Case: Perfect for clients, contractors, or external collaborators who need access to specific projects only.

Platform Roles (Internal Only)

The following roles are reserved for TeamFizz platform administrators and specialized personnel. These roles are not available to organization users.

System Admin

Platform Access

System Administrators have platform-wide access to manage the entire TeamFizz application.

Permissions:
  • Access to Admin Dashboard (/admin)
  • Manage all organizations across the platform
  • View and manage all users and investors
  • Configure platform-wide settings
  • Monitor system health and analytics
  • Manage feature flags and rollouts
  • Access audit logs and security reports
  • Control maintenance mode and system updates
  • Manage API keys and integrations globally
  • Override organization-level restrictions
Restricted Access: This role is exclusively for TeamFizz platform administrators. Organization admins cannot grant or access this role. System Admins are not visible in organization member lists.
Scope Difference: While Organization Admins manage their organization, System Admins manage the entire platform including all organizations, users, and system configurations.

HR Admin

HRIS Access

HR Administrators have full access to all Human Resources Information System (HRIS) features, employee data, compensation, and benefits management.

Permissions:
  • View and edit all employee profiles and personal information
  • Manage employee compensation (salary, bonuses, raises)
  • View and manage pay information for all employees
  • Manage benefits enrollment and plans
  • Access and manage leave balances and policies
  • Manage employee onboarding and offboarding
  • Create and manage departments and organizational structure
  • Run HR reports and analytics
  • Export employee data and HRIS reports
  • Manage performance reviews and evaluations
  • Access compliance documents and certifications
  • Configure HRIS settings and workflows
Sensitive Data Access: HR Admins have access to highly sensitive employee information including compensation, benefits, and personal data. This role should only be assigned to trusted HR personnel.
Use Case: Typically assigned to HR managers, HR business partners, and payroll administrators who need comprehensive access to employee data and HR systems.

Managing Access

Changing Member Roles

  1. Go to Members Page

    Navigate to Organization Settings → Members.

  2. Find the Member

    Use the search bar or scroll to find the team member.

  3. Click Options Menu

    Click the three-dot menu next to the member's name.

  4. Select "Change Role"

    Choose the new role from the dropdown.

  5. Confirm Change

    The change takes effect immediately.

Managing Project Access

Control which team members can access specific projects:

  • Public Projects: All organization members can view and join
  • Private Projects: Only invited members can access
Adding Members to a Project
  1. Open the Project

    Navigate to the project you want to manage.

  2. Click "Add Members"

    Look for the team icon or "Add Members" button.

  3. Select Team Members

    Choose from your organization members.

  4. Set Project Permissions (Optional)
    • Project Admin: Can manage project settings
    • Contributor: Can edit and create content
    • Viewer: Read-only access

Removing Members

When a team member leaves or no longer needs access:

Deactivating a Member

  1. Navigate to Members

    Go to Organization Settings → Members.

  2. Select the Member

    Click the three-dot menu next to their name.

  3. Choose "Deactivate" or "Remove"
    • Deactivate: Preserves their data but removes access (recommended)
    • Remove: Permanently deletes their account (use with caution)
  4. Reassign Work

    You'll be prompted to reassign their open tasks and responsibilities.

  5. Confirm Removal

    Confirm the action and the member will lose access immediately.

Important: Deactivated members don't count toward your user limit, and their historical contributions remain visible.

What Happens to Their Data?

  • Tasks they created remain assigned to them (as historical record)
  • Messages they sent stay in chat history
  • Files they uploaded remain accessible
  • Comments and activity history are preserved

Guest Access

Guest accounts are perfect for external collaborators who need limited access:

When to Use Guest Access

Clients

Give clients visibility into their project without exposing other work.

Contractors

Temporary team members working on specific projects.

Partners

External partners collaborating on joint initiatives.

Advisors

Board members or advisors who need project updates.

Guest Limitations

  • Cannot see organization member directory
  • Cannot create new projects
  • Cannot invite other members
  • Limited to assigned projects only
  • Cannot access organization settings
Pro Tip: On paid plans, guests don't count toward your user limit!

Best Practices

Use the Principle of Least Privilege

Give team members only the access they need. Start with Member role and upgrade to Admin only when necessary.

Regular Access Reviews

Quarterly, review who has access to what. Remove access for team members who have changed roles or left.

Use Guest Accounts for External Users

Don't give clients or contractors full Member access. Use Guest accounts to limit visibility.

Document Your Team Structure

Maintain clear documentation of who has what role and why, especially for compliance requirements.

Onboard with Welcome Projects

Create a "Welcome" or "Onboarding" project with resources, guidelines, and training materials for new members.

Use Descriptive Names

Encourage team members to use their real names and profile photos for easier collaboration.

Need More Help?

Can't find what you're looking for? Our support team is here to help.

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