diff --git a/docs/core-concepts/workspaces/members.mdx b/docs/core-concepts/workspaces/members.mdx index 93a41a3c..fcfe92a9 100644 --- a/docs/core-concepts/workspaces/members.mdx +++ b/docs/core-concepts/workspaces/members.mdx @@ -2,28 +2,1166 @@ title: Members --- -Members can be your collaborators, employees, executives, managers or even clients. Each member in your workspace needs a role for them to start using Plane. +# Manage users, roles and permissions -## **Workspace roles** +Keeping your workspace organized and secure is a big part of running projects smoothly. Plane makes it simple to manage who can access your workspace, what they can do, and how they collaborate with others. This guide walks you through managing members and assigning roles, and an understanding of all the permissions for each role. -Every user on a workspace has a specific role associated with them, which determines their permissions and what actions they are allowed to take within the workspace. This helps to ensure that users only have access to the resources and functions that they need in order to complete their work. +## Roles -**Available roles** +Each user in your workspace has a role, which defines their level of access and permissions. Here’s a quick overview of the available roles: -- **Admin** - The administrator of the workspace is the supreme administrator and has all permissions set to `true` within the workspace. +- **Admin** +Admins have full access to everything in the workspace. They can manage members, update settings, and perform all actions across projects, cycles, and modules. If you're an admin, you’re essentially running the show. -- **Member** - Workspace members are essentially team members within the organization, and they have the ability to read, write, edit, and delete entities inside projects, cycles, and modules within the workspace. It is important to note that workspace members can create new projects. -- **Guest** - External members of organizations can be invited as guests, which grants them the ability to view all content to which they have been invited. +- **Member** +Members are your core team. They can create, edit, and delete content in projects, cycles, and modules. Members also have the ability to create new projects. This role works well for collaborators who need to contribute to day-to-day tasks. -## Adding members +- **Guest** +Guests are external collaborators—like clients or contractors—who need limited access. They can only view the specific content they’ve been invited to. This role is perfect for keeping outsiders in the loop without giving them full access. -To invite members to the workspace, go to the [settings](/core-concepts/workspaces/overview#workspace-settings) of your workspace and then to the members tab. From there, you can invite a user by clicking on the "Add member" button, which will open a modal. In this modal, you can enter the email addresses of the members you wish to invite and select their roles. - ![Invite user](https://media.docs.plane.so/workspaces/add-user.webp#center) -After inviting members, they will receive a notification via email. If you are using a self-hosted Plane instance, it is advisable to set up an SMTP server now to facilitate sending invite notifications. Once the member accepts the invitation, they will be added to your workspace. If they decline the invitation, you have the option to remove them from the workspace. +### Grant view access to Guests +You can enable this setting in **Project Settings > Members**. Enabling this setting allows guest users to view all project issues, providing them with broader visibility into the project's progress and details. This is useful for external stakeholders who need full context without editing permissions. + ![Grant guest users view access](https://media.docs.plane.so/workspaces/grant-guests-view-access.webp#center) -## Updating member roles -In the workspace settings, accessible from the members page, you can promote or demote individuals. Administrators have the authority to promote or demote any member, while regular members can only promote others to the member role. - ![Update user role](https://media.docs.plane.so/workspaces/update-user.webp#center) -## Removing members -An admin of the workspace has the ability to remove any user from the members page. Once removed, the user will lose access to the workspace. - ![Remove user](https://media.docs.plane.so/workspaces/remove-user.webp#center) +## Permissions +Permissions define what actions users can take within a workspace or project. By assigning appropriate roles, you can ensure everyone has the right level of access to collaborate effectively while maintaining security. + +
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PermissionAdminMemberGuest
Access Workspace settings✓xx
Create Workspace✓xx
Update Workspace✓xx
Delete Workspace✓xx
Add user✓xx
Remove user✓xx
Change user role✓xx
Manage Project states✓xx
Manage Billing and plans✓xx
Manage Integrations✓xx
Manage Imports✓xx
Manage Exports✓xx
Manage Webhooks✓xx
Manage API tokens✓xx
Manage Worklogs✓xx
Home✓✓✓
Your work✓✓x
Inbox✓✓✓
Drafts✓✓x
Projects✓✓✓
View private projects✓xx
View public projects✓✓x
Join private projects✓xx
Join public projects✓✓x
Cycles✓✓x
Views✓✓✓
Analytics✓✓x
Your favourites✓✓x
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PermissionWorkspace AdminProject AdminMemberGuest
Access Project settings✓✓xx
Create Project✓✓✓x
Update Project✓✓xx
Archive Project✓✓xx
Delete Project✓✓xx
Add user✓✓xx
Remove user✓✓xx
Change user role✓✓xx
Enable features✓✓xx
Manage issue states✓✓xx
Manage issue labels✓✓xx
Manage Estimates✓✓xx
Manage Automations✓✓xx
Manage issue types and custom properties✓✓xx
Add Project to favorites✓✓✓x
Publish Project✓✓xx
Copy link✓✓✓x
View Archived projects✓✓✓✓
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PermissionWorkspace AdminProject AdminMemberGuestGuest with
view access		Comments
Create Issue✓✓✓xx
View Issues✓✓✓x✓Guests without view access can only see their own issues accepted through Intake.
Modify Issue✓✓✓xx
Duplicate Issue✓✓✓xx
Copy link✓✓✓xx
Archive Issue✓✓✓xx
Delete Issue✓✓✓xx
Edit Issue properties✓✓✓xx
View Issue activity✓✓✓x✓
Log work✓✓✓xx
Add Comments✓✓✓x✓
View Comments✓✓✓x✓
Add Reactions✓✓✓x✓
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PermissionWorkspace AdminProject AdminMemberGuest
Create Cycle✓✓✓x
View Cycles✓✓✓x
View Cycle issues✓✓✓x
Edit Cycle✓✓✓x
Add issues✓✓✓x
Archive Cycle✓✓✓x
Delete Cycle✓✓✓x
Copy link✓✓✓x
Add Cycle to favorites✓✓✓x
View Cycle details✓✓✓x
Filter Cycles✓✓✓x
Search Cycles✓✓✓x
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PermissionWorkspace AdminProject AdminMemberGuest
Create Module✓✓✓x
View Modules✓✓✓x
View Module issues✓✓✓x
Edit Module✓✓✓x
Add issues✓✓✓x
Archive Module✓✓✓x
Delete Module✓✓✓x
Copy link✓✓✓x
Add Module to favorites✓✓✓x
View Module details✓✓✓x
Add links to Module✓✓✓x
Sort Modules✓✓✓x
Filter Modules✓✓✓x
Search Modules✓✓✓x
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PermissionWorkspace AdminProject AdminMemberGuestGuest with
view access		Comments
Create View✓✓✓✓✓
See Views✓✓✓x✓Guests without view access can only see the Views they create
Edit View✓✓✓x✓
Add issues✓✓✓xx
Delete View✓✓✓x✓
Sort Views✓✓✓x✓
Filter Views✓✓✓x✓
Search Views✓✓✓x✓
Add View to favorites✓✓✓xx
Publish View✓✓✓xx
Copy link✓✓✓xx
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PermissionWorkspace AdminProject AdminMemberGuestGuest with
view access
Create Page✓✓✓xx
View Pages✓✓✓x✓
Edit Page✓✓✓xx
Archive Page✓✓✓xx
Delete Page✓✓✓xx
Add Page to favorites✓✓✓xx
Publish Page✓✓✓xx
Copy link✓✓✓xx
Sort Pages✓✓✓x✓
Filter Pages✓✓✓x✓
Search Pages✓✓✓x✓
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PermissionWorkspace AdminProject AdminMemberGuestGuest with
view access		Comments
Create Intake issue✓✓✓✓✓
View Intake issues✓✓✓✓✓ Guest without view access can only view the Intake issues they create
View Intake issue✓✓x✓x Guest without view access can only modify the Intake issues they create
Accept Intake issue✓✓xxx
Reject Intake issue✓✓xxx
Snooze Intake issue✓✓✓xx Members can't snooze issues created by other users
Mark duplicate✓✓✓xx Members can't mark duplicate Intake issues created by other users
Delete Intake issue✓✓✓xx Members can't delete Intake issues created by other users
Add attachments✓✓✓✓✓Members and Guests can only attach files to the Intake issues they create
Modify Intake issue properties✓✓✓✓✓Members and Guests can only modify Intake issue properties they create
View activity✓✓✓x✓
Add comments✓✓✓x✓
Add reactions✓✓✓x✓
Copy link✓✓✓x✓
Sort Intake issues✓✓✓✓✓
Filter Intake issues✓✓✓✓✓
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+ +## Add members + +![Invite user](https://media.docs.plane.so/workspaces/add-user.webp#center) + +1. Go to **Workspace settings > Members**. +2. Click on **Add member**. This opens a modal where you can: + 1. Enter the email addresses of the user you’re inviting. + 2. Assign the role - **Admin**, **Member**, or **Guest**. + 3. Click **Add another** to add multiple users. + 4. Finally, click the **Invite** button. + +Once invited, members receive an email notification. +:::caution[Self-hosted users] +Ensure your SMTP server is properly configured to send invite emails successfully. See [Email](https://developers.plane.so/self-hosting/govern/communication) for more information. +::: + +After the user accepts the invitation, they’ll be added to the workspace. If they don’t accept or decline, you can manually remove the pending invitation. + +## Update member roles + +![Update user role](https://media.docs.plane.so/workspaces/update-user.webp#center) + +1. Go to **Workspace settings > Members**. +2. Locate the member whose role you want to update. +3. Use the role dropdown to promote or demote their role. + +Admins can update any member's role, while regular members can only promote others to the Member role. + + +## Remove members +![Remove user](https://media.docs.plane.so/workspaces/remove-user.webp#center) + +1. 1. Go to **Workspace settings > Members**. +2. Find the member you want to remove. +3. Click the **Remove** option next to their name. + +Once removed, they’ll immediately lose access to the workspace and its projects.