Sign in Start free
Documentation

Roles & Permissions

Roles control who can do what in your workspace — so the right people have the access they need, clients see only what's been shared with them, and sensitive se

Last updated:

Roles control who can do what in your workspace — so the right people have the access they need, clients see only what's been shared with them, and sensitive settings stay with the people responsible for them.

Overview

Heyweek manages access through roles. Each person in your workspace has a role that determines, at a high level, what they can see and change — from full control of everything to limited, read-only access. Access can also be scoped per resource, so the same person can have different access on different projects or teams. Owners and admins can tailor what each role is allowed to do, letting you keep access tight without getting in anyone's way.

Key features

  • Clear role types — Owner, Admin, Member, and Guest cover the common levels of access.
  • Scoped access — A person's access can differ from one project or team to the next.
  • Board-level access — Boards additionally support Viewer, Editor, and Administrator access.
  • Client-friendly — Guest access is built for clients and outside collaborators.
  • Tailorable — Admins and owners can adjust what roles are allowed to do.

The role types

Heyweek uses four main roles, from most to least access:

  • Owner — The person who created the workspace. Owners have full, unconditional control over everything, including billing, settings, and who else has access.
  • Admin — Manages members, settings, and most of the workspace. Admins handle the day-to-day running of the workspace without owner-level control.
  • Member — A standard contributor. Members get on with the work — tracking time and managing projects and tasks they're part of.
  • Guest — Limited, mostly read-only access. Guests see only what's been shared with them, which makes the role ideal for clients and outside collaborators.
TIP


Start people at the lowest role that lets them do their job and promote as needs grow. It's easier to grant more access later than to walk it back.

Assigning and changing roles

Owners and admins decide who holds which role.

  1. Open the person in your People or Teams view.
  2. Choose the role that matches what they need to do.
  3. Save the change — their access updates right away.

You can change someone's role at any time as their responsibilities shift, and you can scope their access per resource rather than granting it everywhere at once. For a guided walkthrough of structuring members and access, see Team setup.

Scoping access by team and project

Roles don't have to apply everywhere equally. Access can be scoped so a person has one level of access on one project or team and a different level on another. This keeps access aligned with real responsibility — someone can lead one project while only contributing to, or simply viewing, another.

A common way to manage this is through teams: group people once, set their access, and assign the team to the projects it's responsible for, so the right people get the right access without granting it one person at a time.

Board access levels

In addition to workspace roles, boards support their own access levels so you can control collaboration on a specific board:

  • Viewer — Can see the board but not change it.
  • Editor — Can work on the board, moving and updating cards.
  • Administrator — Can manage the board itself, including its access.

This lets you share a board with someone for visibility without giving them the ability to change it.

NOTE


Workspace roles and board access work together. Board access lets you fine-tune collaboration on a single board within the broader access a person already has.

Guests and client access

Guest access is designed for the people outside your team who still need a window into the work — clients and external collaborators. A guest sees only what's been explicitly shared with them and generally can't change it, which keeps your workspace private while still giving clients a clear view of their projects. For a client-facing experience built around this, see Clients and the client view.

Works with the rest of Heyweek

Tips

  • Keep access tight — start people as Guest or Member and promote only as needed.
  • Reserve Owner for the few people who manage the workspace itself.
  • Scope access per project or team so people see exactly the work they're responsible for.
  • Use Guest access for clients and contractors so they see only what you've shared with them.