Workspace roles and permissions

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.

This video features an old UI. Updated version coming soon!

Clone this project

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:

Workspace-level roles and permissions

Note: Workspace-level permissions are available on the Core, Growth, and Enterprise Workspace plans.

Workspace owners, admins, and members, have various permissions in a Workspace.

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.

Workspace Owner role

Owners can:

Edit the Workspace plan and settings
Add, update, or remove the credit card on file
Update invoicing settings
Download invoices
Access all sites within a Workspace
Invite and remove members from the Workspace
Manage member permissions
Configure integrations
Update Workspace templates
Request transfer of Workspace ownership to an admin
Delete the Workspace

Workspace Admin role

Admins can:

Edit the Workspace plan and settings
Add, update, or remove the credit card on file
Update invoicing settings
Download invoices
Access all sites within a Workspace
Invite and remove members from the Workspace (excluding removal of the owner)
Manage member permissions
Configure integrations
Update Workspace templates

Workspace Member role

Members can:

Download invoices
Access all sites within a Workspace
Invite members to the Workspace
Configure integrations
Update Workspace templates

Set or modify Workspace roles

When you invite a new member to your Workspace, you can select their role prior to sending the invite.

You can set a new Workspace member’s role before sending their invite.

You can also modify your members’ roles in Workspace settings > Members tab.

You modify Workspace members’ roles in the Members tab of your Workspace settings.

Learn more about how to invite team members to your Workspace.

Site-level roles and permissions

Note: Site-level permissions are available on the Growth and Enterprise Workspace plans only.

Workspace members have various site admin, design, and publish permissions within sites in the 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:

Open the Site settings of the site whose members you want to manage
Go to the Members tab
Locate the Site members section

You can view site members in the Members tab of a site’s settings.

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.

You can set site members’ permissions to **Site admin**, **Can design & publish**, **Can design**, or **Can design (limited)**.

Site admin role

Members with a Site admin role can:

Transfer the site out of the Workspace
Delete the site
Manage and view billing information
Purchase a site plan for the site
Open the site in and design in the Designer
Create new classes and symbols
Modify existing classes and symbols
Publish changes to the live site

Can design & publish role

Members with a Can design & publish role can:

Open the site in and design in the Designer
Create new classes and symbols
Modify existing classes and symbols
Publish changes to the live site

Can design role

Members with a Can design role can:

Open the site in and design in the Designer
Create new classes
Modify existing classes and symbols
Make changes to the site and publish single items in CMS Collections, but cannot publish the entire site

Can design (limited) role

Note: The Can design (limited) role is only available to Webflow Enterprise customers and Enterprise Partners.

Members with a Can design (limited) role can:

Open the site in and design in the Designer
Create new classes
Modify classes they create, but cannot modify existing classes or symbols
Make changes to the site and publish single items in CMS Collections, but cannot publish the entire site

Because members with this role can create new classes, that functionality extends to creating new combo classes from existing global classes, too.

A member with the **Can design (limited)** role creates a new combo class from existing individual global classes (e.g., when paired together, the “hero-section” and “grid” classes form a combo class).

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.

A member with the **Can design (limited)** role has created a new combo class from existing individual global classes (e.g., the 2 global classes “hero-section” and “grid”). Because the combo class is new, the member can make changes in the Style panel, and override values inherited from the 2 individual global classes in the new combo class.

Publishing permissions for guest editors

Note: You can only restrict guest editor publishing on sites in Growth and Enterprise Workspaces.

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:

Open the settings of the site whose guest editors you want to manage
Go to the Members tab
Scroll to the Guest editors section

You can invite and view guest editors of a site in the Members tab of a site’s settings.

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.

Can edit & publish role

Guest editors with a Can edit & publish role can:

Open the site in the Editor
Make content edits
Stage changes to your site
Publish individual CMS items
Publish the whole site

Can edit role

Guest editors with a Can edit role can:

Open the site in the Editor
Make content edits
Stage changes to your site, but cannot publish changes to the live site

You can set guest editors’ permissions to **Can edit** or **Can edit & publish**.

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.