Team Members & Roles
This page is for Owners and Admins managing the people in their firm's FileOnion workspace. It covers inviting teammates, what each role can do, changing roles, and removing members.
Inviting a team member
- Go to Organization → Users (Owners and Admins only) and click Invite User.
- Enter the teammate's email, choose a role, and optionally add a personal message.
- Click send. The invitation appears in the user list with status Pending until it is accepted; use Resend if it gets lost.
You can also add members from the Team Members page with Add New, and Professional and Enterprise onboarding includes an invite step so you can bring your team in on day one.
What the invitee sees: they receive an email with an acceptance link. Clicking it opens FileOnion, where they sign in (or create an account) and accept the invitation to join your organization with the role you assigned. Invitation links expire, so resend if a teammate waits too long.
Checkpoint
Once accepted, the member's status changes from Pending to Active in Organization → Users, and they appear in assignment pickers across the app.
The role matrix
FileOnion has five built-in roles:
| Capability | Owner | Admin | Member | Guest | Client |
|---|---|---|---|---|---|
| View requests and files shared with them | Yes | Yes | Yes | Yes | Own requests only |
| Comment | Yes | Yes | Yes | Yes | Yes (in portal) |
| Upload files | Yes | Yes | Yes | No | Yes (in portal) |
| Create requests and save drafts | Yes | Yes | Yes | No | No |
| Send requests to clients | Yes | Yes | No | No | No |
| Use the Kanban board | Yes | Yes | Yes | Yes (read-only) | No |
| Invite and manage users | Yes | Yes | No | No | No |
| Configure workflows, branding, organization settings | Yes | Yes | No | No | No |
| View audit logs | Yes | Yes | No | No | No |
| Manage billing | Yes | No | No | No | No |
In short:
- Owner — full control, including billing and organization settings. The only role that manages billing.
- Admin — everything a Member can do, plus managing users, branding, workflows, and settings.
- Member — day-to-day work: upload files, comment, create requests and drafts.
- Guest — a read-only team user who can view and comment where invited. Useful for external collaborators who should see progress but not change anything.
- Client — external. Clients never sign in to your workspace; they receive magic links and upload through the Client Portal.
Visibility can narrow access further
The matrix above describes role capabilities. On Professional and Enterprise plans, request-level visibility (team-only, private, shared with specific people) controls which requests each person actually sees. See Teams & Sharing.
Changing a member's role
- Go to Organization → Users.
- Find the member and change their role with the role dropdown on their row.
The change takes effect immediately. Roles come with sensible default permissions; on Enterprise you can tailor them (see below).
Removing a member
- Remove — in Organization → Users, click Remove on the member's row and confirm. They lose access to your organization.
- Archive — on the Team Members page, use the row menu to archive a member record you want to keep for reference without deleting it.
You cannot remove your own account from this screen.
Custom roles & permissions (Enterprise)
On the Enterprise plan, Organization Settings → Roles opens the role editor:
- Adjust the permissions attached to the built-in roles.
- Create custom roles with exactly the permission set you need (for example a "Reviewer" who can approve documents but not send requests).
Custom roles appear alongside the built-in ones wherever you assign a role — in invitations, the user list, and onboarding.
Bulk user management & data export (Professional and Enterprise)
- Bulk Import — on Organization → Users, import many members at once instead of inviting one by one.
- Data export — Professional and Enterprise plans include data export for compliance (GDPR) needs: go to Organization → Overview → Data Export (GDPR) and click Generate export to download a JSON copy of your organization's data. See the Security Guide for details.
Teams vs. members
Members are individual people; teams group members so you can assign requests to a whole department and scope visibility to it (for example "Tax Prep" or "Immigration"). Teams are managed in Organization → Teams and are covered in Teams & Sharing.