Ctrlk
For the complete documentation index, see llms.txt. This page is also available as Markdown.

Add Teammates

Invite Teammates and manage access by scope (Account, Organization, Project).

What is covered

  • Invite Teammates to Transform

  • Choose the right access level (Account, Organization, Project)

  • Assign a role

  • Update roles or remove access later

At a glance

  • Time: ~3–5 minutes

  • Access: Account/Organization/Project Admin

  • Prerequisites: Teammate email addresses

Overview

Adding Teammates grants access at a specific scope. Start with the lowest scope that supports required visibility.

Use Understanding Access Levels before inviting Teammates.

Key Concepts

  • Scope: what can be seen (Account, Organization, Project)

  • Role: what can be done within scope

  • Mixed membership: one Teammate can hold different roles at different scopes

How It’s Used

Use Account scope for cross-Organization visibility. Use Organization scope for multi-Project teams in one Organization. Use Project scope for initiative teams and external collaborators.

Benefits

  • Cleaner governance through scoped access

  • Reduced risk from over-scoped permissions

  • Easier onboarding through standard roles

Setup Steps

Prerequisites

  • Admin access exists at the scope used for invitation.

  • Teammate email addresses are available.

If Teammates is not available, permissions at the current scope are missing.

1) Pick the scope

Choose the level based on what they should see.

  • Account: access across every Organization and Project

  • Organization: access to one Organization and its Projects

  • Project: access to one Project only

Account-level access is broad. Use it sparingly.

2) Invite a Teammate

Use the path that matches the current scope.

1

Open Settings

Open the Account or Organization. Open Settings.

2

Open Teammates

Select Teammates.

3

Invite

Click Invite teammate (or Add teammate).

4

Enter email and role

Enter an email address. Choose a role.

5

Send

Send the invite.

1

Open the Project

Open a Project.

2

Open Share

Click Share (or the team icon).

3

Enter email and role

Enter an email address. Choose a role.

4

Send

Send the invite.

GIF placeholder: Project → Share → email → role → Send.

Keep it under 10 seconds. Crop to the Share modal.

If Teammates is not available, admin access at that scope is missing.

3) Choose a role

Start with the narrowest role that supports the delivery need.

Typical roles:

Current roles:

  • Account Administrator: global permission to everything. Cannot be archived, hidden, or deleted. Applies across all Organizations and all Projects.

  • Managing Partner: global permission to everything. Applies across all Organizations and all Projects, including external access.

  • Project Manager: Project administration scoped to assigned Organizations. Applies across all Projects within those Organizations.

  • Consultant: full permissions scoped to assigned Organizations. Applies across all Projects within those Organizations.

  • Client Collaborator: edit access on assigned Organizations and Projects. Enable External when assigning this role.

  • Client Tester: edit access on Test Cases only. View-only on everything else. Enable External when assigning this role.

  • View Only: read-only access wherever explicitly added. No Organization-wide or Project-wide access by default.

The External toggle distinguishes client-facing roles from internal roles. Enable it for Client Collaborator and Client Tester, and for any Teammate who is a client or external user.

Role names vary by Account configuration. Common patterns include:

  • Account Administrator: Full administrative control across the Account. Manage Teammates, roles, billing, custom fields, and global settings.

  • Project Manager: Manage work at Project scope. Create and update Projects, assign tasks, manage timelines, configure workflows, and invite Teammates to specific Projects. No Account-wide admin access.

  • Consultant: Contribute to delivery work without sensitive admin access. Edit entities, such as requirements and solutions, and collaborate inside assigned Projects.

  • Client Collaborator: Support shared delivery with limited access. View and make limited edits to shared Projects, Artifacts, and discussions without broader internal access.

  • Client Tester: Focus on testing activity. View test cases, execute tests, and provide feedback without changing core Project structure.

  • Owner: Hold broad control within the assigned scope, such as a Project or Organization. Edit, delete, assign, and manage work in that scope.

  • Member: Handle day-to-day delivery work. Create, edit, and view assigned Projects, tasks, and entities without managing Teammates or structural settings.

  • Viewer: Review work in read-only mode. View Projects, reports, dashboards, and entity details without creating or editing content.

For role details, see User Roles and Permissions.

4) Invitation result

  • They receive an email invitation.

  • They accept and create or sign into Transform.

  • Their status changes from Invited to active.

5) Manage access later

Open Teammates. Find the Teammate. Click ⋮.

Then:

  • Change the role

  • Resend the invite

  • Remove access

Run a quick access review each month. Remove access when delivery work completes.

Optional: track stakeholders without login access

Some Accounts support contact-style Teammates. They show up in lists but do not receive a login invitation.

If the option is not available, skip it.

Best Practices

  • Start with Project scope for external collaborators.

  • Limit Account scope to admins and cross-Organization leaders.

  • Standardize role names and definitions in an internal SOP.

  • Review access monthly and after major milestones.

Troubleshooting

Teammates is not available

  • Confirm current scope (Account, Organization, Project).

  • Confirm admin permissions exist at that scope.

  • Ask an admin to grant access or add the Teammate.

Invite email is not received

  • Confirm the email is spelled correctly.

  • Ask the recipient to check spam and quarantine.

  • Resend the invite from the teammate list, if available.

Incorrect scope was assigned

Two options:

  • Change their role at the current level.

  • Remove them and re-add them at the correct level.

Mixed membership is normal. Someone can have different roles at different levels.

Summary

After invitation:

  • The Teammate appears in the teammate list.

  • Status shows Invited until accepted.

  • Role is visible next to the Teammate name.

Related:

Last updated