User roles help you manage what people in your team have access to. There are three user roles available in a team: Admin, Member (Business plan only), and Guest.
Admin
When you create a team, you're automatically set as the admin. You can also upgrade team members to admins. On the free team plan, everyone invited to the team is set as an admin by default, you can only change this by upgrading to Business.
As an admin, you'll have full access and control over the team, and can:
- ✅ Browse, preview, and join any visible projects in the team
- ✅ Create new projects in the team
- ✅ Invite or remove people from the team
- ✅ Update roles for people in the team
- ✅ Manage guests
- ✅ Update the team-wide settings
- ✅ Delete the team permanently
- ✅ Manage team billing
- ✅ Have ownership over the data added to the team workspace
Admin-exclusive features
As an admin, you have exclusive access to the following features:
- Log in to your Todoist account at https://todoist.com.
- Click your team name on the sidebar.
- Click Members at the top-right. A list of team members will appear.
- Find the person you want to turn into an admin.
- Click the role next to their name. A menu with a list of roles will appear.
- Select Admin.
- Log in to your Todoist account at https://todoist.com.
- Click your team name on the sidebar.
- Click Members at the top-right. A list of team members will appear.
- Find the person who you want to change their role.
- Click the role next to their name. You'll see a menu with a list of roles.
- Select their new role.
Note
The Member role can't be changed to the Guest role because members are part of the whole team, while guests have access only to specific projects. To switch from Member to Guest, remove the member from the team. Then, invite them to specific projects as a guest.
- Log in to your Todoist account at https://todoist.com.
- Click your team name on the sidebar.
- Click Members at the top-right. A list of team members will appear.
- Find the person you wish to remove.
- Click the role next to their name. A menu with a list of roles will appear.
- Select Remove from team.
Select who can edit newly created projects in your team. You can choose between giving your whole team access to new projects by default, or you can set the default access level to restricted.
- Log in to your Todoist account at https://todoist.com.
- Click your team on the sidebar.
- Click Settings at the top-right.
- Click the Access menu below the Default access level section.
- Select between two access levels:
- Restricted: Only invited collaborators can edit new projects.
- Team: Everyone in your team can edit new projects.
- Click Update to confirm.
Default collaborators are automatically added to any new project created in your team. Here's how to select people as default collaborators:
- Log in to your Todoist account at https://todoist.com.
- Click your team on the sidebar.
- Select Settings at the top-right.
- Click the Default collaborators field below the Default access level section.
- Add any team member you want to assign as a default collaborator.
Manage guest access from the Members settings. You can upgrade a guest to a member, or remove them from projects in your team.
Guest access is turned on by default, but you can turn it off:
- Click your team in the sidebar.
- Click Settings at the top-right.
- Turn Prohibit external guests on.
Member
As a member, you can collaborate with the whole team, but your access to high-level settings is limited:
- ✅ Browse, preview, and join any visible projects in the team
- ✅ Create new projects in the team
- ✅ Invite people to the team
- ❌ Remove people from the team
- ❌ Update roles for other people in the team
- ❌ Manage guests
- ❌ Update the team-wide settings
- ❌ Delete the team permanently
- ❌ Manage team billing
- ❌ Have ownership over the data added to the team workspace
Note
The member role is only available on the Business plan. On the free team plan, anyone invited to the team is automatically set as an admin.
Guest
A guest is a person outside the team who's invited to a specific project. Guests are free of charge and won’t appear on the invoice.
As a guest, you'll only have access to the projects you're invited to, and can't do any of the following:
- ❌ Browse, preview, and join any visible projects in the team
- ❌ Create new projects in the team
- ❌ Invite or remove people from the team
- ❌ Update roles for other people in the team
- ❌ Manage other guests
- ❌ Update the team-wide settings
- ❌ Delete the team permanently
- ❌ Manage team billing
- ❌ Have ownership over the data added to the team workspace
Get in touch
If you're having issues with roles or permissions in the team, get in touch with us. We - Dermot, Galina, Marco, or any one of our 14 teammates - look forward to lending a hand!
