Team members & roles
Bring your staff into your workspace so they can help manage shoots and customers. This page covers how to invite people, what each role can do, and how many team seats your plan includes.
You’ll find this under Team in your admin sidebar. Only workspace admins can manage the team.
Roles
There are five staff roles, from least access to most:
| Role | Can do | Cannot do |
|---|---|---|
| Read-only | See customers, shoots and galleries | Change anything |
| Contractor | Work the shoots they’re put on | Manage the team or touch billing — and by default, see shoots they aren’t assigned to |
| Team Member | View and work with customers and shoots | Invite or remove members, or change workspace settings and billing |
| Operations Manager | Everything a Team Member can, plus run the schedule and manage the team | Billing, plan changes, payment setup, and workspace settings |
| Admin | Everything — invite and remove team members, change workspace settings, billing, branding, and manage all shoots and customers | — |
Use Team Member for staff who handle day-to-day delivery work, Operations Manager for whoever runs the schedule without owning the finances, and keep Admin for the people who run the business and its billing.
Who sees which shoots
Separately from the role, each person is set to see either All shoots or Only shoots they’re assigned to. The two settings are independent: the role decides what someone can do, this decides which shoots they can see at all.
Contractor defaults to Only shoots they’re assigned to — that’s the point of the role — but you can widen it. Admins and Read-only members always see every shoot, so the control is fixed for them.
Someone limited to their own assignments sees only those shoots everywhere: the shoot list, the calendar, search, and their galleries.
Your customers are not team members — they’re a separate kind of account that only sees their own galleries. Adding, editing, and removing customers is covered in Managing customers; inviting a customer to a specific shoot is in Delivering a shoot.
Inviting a team member
- Go to Team and click Invite member.
- Enter their email and choose a role (Admin or Team member).
- Send the invite. You’ll also see a link you can copy and share directly if you prefer.
The invite link is valid for 72 hours. Staff accept by signing in with Google or Apple, or by choosing “Prefer a password? Set one instead” to create a password. If an invite expires before it’s accepted, use Resend invite from the team list.
While an invite is outstanding, the member shows as pending in your team list; once they accept, they become active.
Managing the team
From the Team page you can:
- Change a role — switch a member between Admin and Team member from the dropdown on their row.
- Resend an invite that hasn’t been accepted yet.
- Remove a member — revokes their access to the workspace.
For your own safety, you can’t change your own role or remove yourself — another admin has to do that.
Putting people on a shoot
Open a shoot and add crew to it, giving each person a role on that job — lead, second shooter, assistant or editor. That’s separate from their workspace role above: someone can be a Team Member in the workspace and the lead on one particular shoot.
They get an email as soon as you add them, with the shoot attached as a calendar file. Opening the attachment adds it to their calendar straight away — Google Calendar, Apple Calendar and Outlook all recognise it. They’re emailed again if you take them off a shoot.
Changing someone’s role on a shoot they’re already on doesn’t email them again; only joining and leaving do. Re-saving a shoot’s crew without changing anyone sends nothing.
If someone would rather not hear about a particular shoot, the email carries a link to stop messages about that one shoot without affecting anything else.
Seat limits per plan
Each plan includes a set number of team seats. The workspace admin counts as one seat.
| Plan | Team members included |
|---|---|
| Free | 1 (admin only) |
| Starter | 1 (admin only) |
| Professional | 5 |
| Studio | 15 |
| Enterprise | Unlimited |
Team seats are a hard limit — when you reach your plan’s cap you’ll be prompted to upgrade before you can add another member. Removing a member frees a seat. See Pricing & overages for the full plan comparison.
If your team ends up over the limit
This can happen if a plan’s seat count is lowered, or if you downgrade to a smaller plan while you have more staff than it includes. Either way:
- Nobody is removed. Every existing team member keeps working and can keep signing in, exactly as before.
- The only thing that’s blocked is inviting someone new — you can’t add another member until you’re back under the limit, by removing someone or upgrading.
Nothing is ever deleted or deactivated to bring a workspace back under a limit — the limit only ever stops you from adding more.
What’s next
- Require staff to use two-factor sign-in → Account security & MFA
- Walk a shoot from upload to download → Delivering a shoot