Invite team members and assign roles
In plans with team members, you invite colleagues under Team & permissions in the Workspace. An Admin works in all profiles; a Member only in assigned profiles, as Manager, Editor or Analyst.
You invite team members in the Workspace under Team & permissions. Each person gets their own login: an Admin works in all profiles, a Member only in the profiles you assign – with the role Manager, Editor or Analyst in each.
Team members are part of tailored plans. Your plan sets the number of team seats; the account owner does not use a seat. See plans and limits.
Step by step
- Open the Workspace and scroll to Team & permissions.
- Click Add team member.
- Enter the Name and the Email / login of the person. The address must not be registered with Viewnamic yet.
- Under Account role, choose Member · assigned profiles only or Admin · all profiles.
- For a Member: under Profile access, tick each profile the person may enter and choose a role for it.
- Click Send invitation.
The person receives an email, opens the link, enters a name and a password and clicks Create login & join account. They do not need a plan of their own. The invitation is valid for 7 days, and its email is in the language of your Workspace (German or English).
What each role may do
| Role | What the person may do |
|---|---|
| Owner | Everything, including the subscription, the payment method and deleting profiles. Each account has one owner. |
| Admin | Works in all profiles, manages the team and creates profiles. Cannot change the subscription or payment. |
| Manager (Member) | Everything within the assigned profile: projects, access and secure sharing, statistics, embedding, the viewer design and the public page. |
| Editor (Member) | Uploads and edits projects, organises folders and manages dynamic content. Cannot delete projects, change their access or see statistics. |
| Analyst (Member) | Views the projects and their statistics. |
Pending invitations and seats
- Next to the heading you see how many seats are used, for example “2 of 5 team seats used”, or “2 team seats used (unlimited)” when your plan has no limit. A pending invitation reserves a seat until it is accepted, cancelled or expires.
- A pending invitation shows Invitation pending with Resend invite and Cancel invitation. Once you cancel it, the link in the email stops working.
- For an active member, Manage changes the account role and the profiles, and Remove takes away their access to the account. Their login is deleted 30 days later, unless the person belongs to another Viewnamic account.
- When all seats are used, Add team member is not available until a seat becomes free or your plan includes more seats.
Good to know
- Members only see the profiles assigned to them; admins see all profiles.
- Only the account owner and admins can manage the team.
- Team members sign in on the normal login page with their email address (Sign in and passwords).
- How profiles work is explained in several profiles in one account.
Questions
Can I invite someone who already has a Viewnamic login?
No. An invitation needs an email address that is not registered with Viewnamic yet. Use another email address of that person.
The invitation has expired. What now?
Invite the person again with “Add team member”. An expired invitation no longer reserves a seat.