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 is always Only shoots they’re assigned to — that’s the point of the role, and it isn’t a default you can widen; the app refuses the change. It’s fixed the other way for four of the five roles too: Admin, Operations Manager and Read-only always see every shoot. Only Team Member is a role where you choose which of the two settings applies.

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

1. Go to Team and click Invite member.
2. Enter their email and choose a role — any of the five: Read-only, Contractor, Team Member, Operations Manager or Admin.
3. 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. There’s no code to enter — the invitation is matched to whichever account is signed in when the link is opened, by its verified email address:

• Already signed in as the invited address? One button — Accept invitation — and they’re in.
• No account yet for that address? They sign in with Google or Apple, or choose “Prefer a password? Create one instead”. Either way, the account that comes back is immediately offered the invitation to accept.
• Signed in as a different account? The page shows both addresses side by side and offers to sign out, so they can sign back in as the one the invitation is for.
• Your workspace sends invite emails through its own SMTP server? (see Custom sender email) The email just arrives from your address instead of Tobren’s — accepting it works exactly the same way.

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 to any of the five roles 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 — and so does anyone with the Contractor, Team Member or Operations Manager role. Read-only members don’t consume a seat at all, on any plan, so you can add as many as you like without upgrading.

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