> For the complete documentation index, see [llms.txt](https://help.transform.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.transform.ai/organizations-and-projects/add-teammates.md).

# Add Teammates

{% columns %}
{% column %}
**What is covered**

* Invite Teammates to Transform
* Choose the right access level (Account, Organization, Project)
* Assign a role
* Update roles or remove access later
  {% endcolumn %}

{% column %}
**At a glance**

* **Time:** \~3–5 minutes
* **Access:** Account/Organization/Project Admin
* **Prerequisites:** Teammate email addresses
  {% endcolumn %}
  {% endcolumns %}

### Overview

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

Use [Understanding Access Levels](/organizations-and-projects/understanding-access-levels.md) 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.

{% hint style="warning" %}
If **Teammates** is not available, permissions at the current scope are missing.
{% endhint %}

#### 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

{% hint style="warning" %}
Account-level access is broad. Use it sparingly.
{% endhint %}

<figure><img src="/files/Kt6b4Z2dfYjOXZ1Mi1dj" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/kUzEt9RTOXAcSe2prREK" alt=""><figcaption></figcaption></figure>

#### 2) Invite a Teammate

Use the path that matches the current scope.

{% tabs %}
{% tab title="From Account or Organization settings" %}
{% stepper %}
{% step %}

#### Open Settings

Open the Account or Organization. Open **Settings**.
{% endstep %}

{% step %}

#### Open Teammates

Select **Teammates**.
{% endstep %}

{% step %}

#### Invite

Click **Invite teammate** (or **Add teammate**).
{% endstep %}

{% step %}

#### Enter email and role

Enter an email address. Choose a role.
{% endstep %}

{% step %}

#### Send

Send the invite.
{% endstep %}
{% endstepper %}
{% endtab %}

{% tab title="From a Project" %}
{% stepper %}
{% step %}

#### Open the Project

Open a Project.
{% endstep %}

{% step %}

#### Open Share

Click **Share** (or the team icon).
{% endstep %}

{% step %}

#### Enter email and role

Enter an email address. Choose a role.
{% endstep %}

{% step %}

#### Send

Send the invite.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
GIF placeholder: Project → Share → email → role → Send.

Keep it under 10 seconds. Crop to the Share modal.
{% endhint %}
{% endtab %}
{% endtabs %}

{% hint style="info" %}
If **Teammates** is not available, admin access at that scope is missing.
{% endhint %}

#### 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.

{% hint style="warning" %}
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.
{% endhint %}

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](/organizations-and-projects/user-roles-and-permissions.md).

#### 4) Invitation result

* They receive an email invitation.
* They accept and create or sign into Transform.
* Their status changes from **Invited** to active.

<figure><img src="/files/YIdRAdvAJmzQwhVg6GFi" alt=""><figcaption></figcaption></figure>

#### 5) Manage access later

Open **Teammates**. Find the Teammate. Click `⋮`.

Then:

* Change the role
* Resend the invite
* Remove access

{% hint style="success" %}
Run a quick access review each month. Remove access when delivery work completes.
{% endhint %}

<details>

<summary>Optional: track stakeholders without login access</summary>

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.

</details>

### 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

<details>

<summary>Teammates is not available</summary>

* Confirm current scope (Account, Organization, Project).
* Confirm admin permissions exist at that scope.
* Ask an admin to grant access or add the Teammate.

</details>

<details>

<summary>Invite email is not received</summary>

* Confirm the email is spelled correctly.
* Ask the recipient to check spam and quarantine.
* Resend the invite from the teammate list, if available.

</details>

<details>

<summary>Incorrect scope was assigned</summary>

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.

</details>

### Summary

After invitation:

* The Teammate appears in the teammate list.
* Status shows **Invited** until accepted.
* Role is visible next to the Teammate name.

Related:

* [Understanding Access Levels](/organizations-and-projects/understanding-access-levels.md)
* [User Roles and Permissions](/organizations-and-projects/user-roles-and-permissions.md)
* [Create and Assign Tasks](/transformations/create-and-assign-tasks.md)


---

# Agent Instructions
This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com.

## Querying This Documentation
If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter:

```
GET https://help.transform.ai/organizations-and-projects/add-teammates.md?ask=<question>&goal=<endgoal>
```

`ask` is the immediate question: it should be specific, self-contained, and written in natural language.
`goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal.

The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.