Managing Team Roles Effectively

Projexia has five roles for team members, each with different levels of access. Choosing the right role for each person keeps your organization secure and makes sure everyone can do their job without seeing things they shouldn’t.

The Five Roles

Here’s a quick overview of what each role can and cannot do:

Role	Best for	What they can do
Owner	Agency founder or CEO	Everything. Full control over billing, settings, members, and all data. Only one owner per organization.
Admin	Operations manager or co-founder	Almost everything. Can manage settings, members, projects, clients, and all features. Cannot manage billing or delete the organization.
Manager	Project managers, team leads	Can manage projects, tasks, clients, and team members they work with. Can approve time logs. Cannot change organization settings.
Member	Designers, developers, writers	Can view and work on assigned tasks. Can log time. Cannot create projects, manage clients, or change settings.
Viewer	Interns, external consultants	Read-only access. Can view assigned projects and tasks but cannot make any changes.

Real-World Examples

Not sure which role to pick? Here are some common scenarios:

Your business partner who needs full access to everything → Admin
Your lead designer who manages a small team and runs projects → Manager
A freelance developer who just does assigned tasks and logs time → Member
A new intern who needs to observe but not touch anything → Viewer
Your accountant who needs to see financials → Admin (if they need to manage invoices) or Viewer (if they just need to view)

When in doubt, start with a lower role (like Member) and upgrade later if needed. It’s easier to grant more access than to deal with someone accidentally deleting a project.

How to Set or Change a Role

When adding a new team member

Go to Sidebar → Team
Click “Invite Member”
Enter their email and select their role from the dropdown
Click Send Invite

The invited person will receive an email with a link to accept the invite and set up their account.

Changing an existing member’s role

Go to Sidebar → Team
Find the team member in the list
Click on their row to open their details
Change their role using the dropdown
Save the change

The new permissions take effect immediately.

Be careful when upgrading someone to Admin. Admins can manage all settings, members, and data. Only give this role to people you fully trust with organization-level control.

Permission Details by Role

Organization Management

Action	Owner	Admin	Manager	Member	Viewer
Edit organization settings	Yes	Yes	No	No	No
Manage billing & plan	Yes	No	No	No	No
Delete organization	Yes	No	No	No	No
View audit logs	Yes	Yes	No	No	No

Team Members

Action	Owner	Admin	Manager	Member	Viewer
Invite members	Yes	Yes	Yes	No	No
Change roles	Yes	Yes	No	No	No
Remove members	Yes	Yes	No	No	No
Deactivate members	Yes	Yes	No	No	No

Projects

Action	Owner	Admin	Manager	Member	Viewer
Create projects	Yes	Yes	Yes	No	No
Edit projects	Yes	Yes	Yes	No	No
Delete projects	Yes	Yes	No	No	No
Archive projects	Yes	Yes	Yes	No	No

Tasks

Action	Owner	Admin	Manager	Member	Viewer
Create & assign tasks	Yes	Yes	Yes	No	No
Edit tasks	Yes	Yes	Yes	No	No
Delete tasks	Yes	Yes	Yes	No	No
View assigned tasks	Yes	Yes	Yes	Yes	Yes

Clients & Reports

Action	Owner	Admin	Manager	Member	Viewer
Manage clients	Yes	Yes	Yes	No	No
Create reports	Yes	Yes	Yes	No	No
Manage invoices	Yes	Yes	Yes	No	No
View reports	Yes	Yes	Yes	Yes	Yes

Best Practices

Limit Admin access — Only give the Admin role to people who genuinely need organization-level control
Use Manager for project leads — They get enough access to run their projects without touching org settings
Member is the default choice — Most team members only need to see their tasks and log time
Viewer is perfect for read-only needs — Interns, clients’ internal team members, or anyone who just needs to observe
Review roles quarterly — As people’s responsibilities change, update their roles accordingly