As you add members to your Workspace, you can control who can access sensitive controls like billing details, or take important actions like publishing the website.
Workspaces let us organize our team...and our sites.
So as my fake team I’ve invented for this
video grows, my Webflow Workspace grows with me.
In this lesson we’ll explain how to create
a Workspace, how to add seats to your Workspace,
we’ll go over roles & permissions, and finally,
we’ll talk about how to manage your sites within your Workspace.
Let’s jump right in and create a new Workspace.
Here, when we hover over, we can see our current
Workspaces.
Yours might look different.
In fact, you may only have the starter Workspace
that everyone gets by default — you can always easily add more
seats to that, or you could already have a lot.
I have several.
[Sara] Grímur, none of those are real.
But to create (to add) a new Workspace, we
go to create Workspace.
From here, we can select our plan and choose
how many seats we want — and we can easily
add or remove seats later.
But that’s where I can create Workspaces.
Next up, is what I just talked about: adding
or removing seats.
From any of my Workspaces (I’m here in my
workspace), let’s go into the Workspace’s settings.
And from settings, let’s find the members
tab.
From here, since we’re viewing this as the
Workspace owner, we see an overview of how
many members we have, and we can also add
seats to invite new members to our Workspace.
We can manage the number of seats (I want
to add like 70), and then I can continue to
add these new seats to my Workspace.
When I do, I can, of course, send little invites
to each and every person.
Which I’m typing right now…and I’m done.
That’s adding more seats to your Workspace.
This leads us to our next step: managing roles
& permissions.
And the only thing to note here is that we
have roles and permissions for our Workspace,
and of course roles and permissions for each
site.
And roles and permissions for Workspaces go
like this: members of a Workspace can access
all the sites and invite other Workspace members.
Admins can do all that, but they can also
take care of the Workspace billing, they can
set roles and permissions on other members,
and they can even remove Workspace members — like Sara,
who’s wreaking havoc over my newly-created Workspace right now.
[Sara] No, well, I can’t.
[Grimur] Okay.
[Sara] don’t have my laptop
and my phone has been on the monitor the whole time
[Grimur] Likely story.
[Sara] Yeah, I’m also not even here.
[Grimur] Sara??
And the Workspace owner can do all of that,
plus they can delete the Workspace itself.
What about at the site level?
Well, for any given site in my Workspace,
because I’m the Workspace owner, I’m automatically
a site admin on all of these sites.
But..I can make other people site admins (they
can transfer site ownership, they can control
site billing, they can make site settings
changes, and they can even change the weather..)
but I can also limit these permissions.
For instance, I can make it so certain people
can only design and publish a site.
Or, I can make someone a “can design”
only role.
Which is perfect if you have someone on your
team that purposefully messes with your site
design for attention.
But there’s one more kind of role to cover
before we move on.
In Webflow, we also have the Webflow Editor.
This is the content-only interface we can
share with other people who don't necessarily
need access to things like styling, or interactions,
or the assets panel, where, yes, I do, keep
several styled photos of my face.
But as a site admin, I can also add what I
like to call “Guest editors”, which is,
coincidentally, exactly what they’re called
in Webflow.
And Guest editors can access the Webflow Editor.
(They can go in and edit content.)
And, I can even give them access to edit and
publish.
(Again, I can control all of this from the
Members tab in my Site Settings.)
But that’s roles & permissions at the Workspace
level, and roles & permissions at the site level.
Let’s move on to our final section: managing
our sites.
Site admins can transfer sites between Workspaces
and other people.
And, since I’m the Workspace owner (and
by default, a site admin), I’ve got the
permission to make the transfer.
Let’s go to our site settings and find our
transfer icon, here we can either transfer
to another Workspace or to another user.
In our case, we are going to transfer this
site to a different Workspace that we’re
also a part of. (We’re just selecting the Workspace we want
to transfer our site to, and we’ll click transfer.)
That’s it.
Now.
If I’m also a member of the Workspace I’m
transferring it to, I should be able to head
on over to that Workspace, and, well.
This is embarrassing.
I seem to have lost my internet connection.
But what you’d see if I didn't lose my
connection…is this.
[Grimur draws it out]
[Empty desk]
So, it goes here.
But that’s it, we created a Workspace, we
added seats to our Workspace, we looked at
roles and permissions on a Workspace level,
and at the site level, and finally we demonstrated
how to manage your sites, by transferring
a site to another Workspace.
That’s Workspaces and roles and permissions
in Webflow.
In this lesson we’ll cover all the details you need to know about Workspace roles and permissions, including:
At the Workspace level, you can invite and set teammates as owners, admins, and members, with varying levels of permissions for each. Let’s walk through each of the roles and how you can set and modify them.
Owners can:
Admins can:
Members can:
When you invite a new member to your Workspace, you can select their role prior to sending the invite.
You can also modify your members’ roles in Workspace settings > Members tab.
Learn more about how to invite team members to your Workspace.
On a site-by-site level, you can control which members can publish sites or take administrative actions like deleting or transferring sites out of your Workspace.
By default, all Workspace members are able to design and publish all sites in your Workspace, and Workspace owners and admins can take administrative actions as site admins for all sites.
To edit site-level permissions for teammates in your Workspace:
In this section you’ll see a list of all Workspace members as well as their respective site roles. Workspace owners can only be assigned a site admin role, but all other Workspace members can have 1 of 4 roles assigned to them, with varying levels of permissions for each. Let’s walk through them.
Members with a Site admin role can:
Members with a Can design & publish role can:
Members with a Can design role can:
Members with a Can design (limited) role can:
Because members with this role can create new classes, that functionality extends to creating new combo classes from existing global classes, too.
Members with the Can design (limited) role can override individual global class’s inherited values (e.g., individual “hero-section” and “grid” class values) in a new combo class. However, the overridden values in the combo class won’t affect the original values of the individual global classes.
If any sites in your Workspace use either a CMS, Business, or Ecommerce site plan, those site plans allow you to invite clients, teammates, or other contributors as guest editors. Guest editors can add CMS content and edit page settings (like SEO metadata or Open Graph markup) in the Editor.
You can control which guest editors are allowed to publish the entire website:
In this section you’ll see a list of all guest editors, whether their invite is pending, and their respective guest editor role (after their invite has been accepted). You can assign 1 of 2 roles to guest editors, with varying levels of permissions for each. Let’s walk through them.
Guest editors with a Can edit & publish role can:
Guest editors with a Can edit role can:
If you’ve restricted any guest editors from publishing, they will still be able to publish individual CMS items that don’t impact any in-progress designs. However, they will not be able to publish the whole site at once, which can safeguard against accidentally pushing in-progress work to the live site.
Learn more about how to invite guest editors to collaborate on editing site content.
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