Inviting and setting up your team

You’ve signed up for Webflow and now it's time to bring your team into your Workspace. But we have a few questions. How do you invite them? What’s their role? Can you limit their access? And how does it look on their end? The answer is yes. And that’s exactly what we’ll cover in this lesson. Now before we jump in to answer those questions, be sure you catch up on previous lessons on Roles & Permissions at Webflow University. Go ahead… I’ll wait.
[Stares silently at the camera with a smile on my face]
Nice! Now that you’re back…  let’s get into it.
Let’s start with whom you’ll invite first. Let's begin in your Enterprise workspace—which, keep in mind, these custom roles and granular access are only available in a Workspace with an Enterprise Plan—but in your Workspace, there is two ways to invite members. Over here on the right, you can click invite and do it here. OR you can navigate to the settings on the left hand side, click on Team, and once we click. We’ll select Users. Once we’re here, we’ll move all the way over to… invite member. That’ll bring up this modal. We know who we want to invite so we’ll add Curtis’ email address here. We can just type it in.
Once we do, we’ll select the role we want them to have. That’s the next step. We can see role types here by default. From full seat roles for those that need higher level access, to Limited seats for limited access, and Free seats for reviewers who only need to view and comment on sites. For us, we want to choose the Marketer role but we don’t want them to have access to full site publishing, which, the default Marketer role has DOES have access to. So we’ll need to select the custom role for this that we’ve already created. And don’t worry— in just a moment I’ll show you how to create a custom role. But for now, let’s move on and click on Select Projects.
Now that we’re here, you can choose exactly which sites you want this person to have access to. You can select all sites in your Workspace—let’s deselect that for now— or you can select individual sites you want them to have access to. And when we do that, I want you to notice the access they have, here. We can see these icons indicate which CMS items they have access to and which pages they have access to. Now, this step is easy to miss, but if you click on these, you’ll see you now have the option to limit which CMS items they have access to OR even what pages they have access to. Pretty cool. You also might have noticed that this site is greyed out and says “Everyone can view”. And I’ll show you why that is. If we navigate over to one of our projects and go into the site settings we’ll take a look at site access. Here, we have a drop down and you can see it’s set to Everyone in your Workspace can view. And that’s why—if we go back to selecting projects— you’ll see it greyed out. So if you have a sites you don’t want everyone to have access to, be sure to change that setting in the project itself. But for now, all of this looks good and we can move on to Review… and… Invite.
And that’s it! Now, we’re going to backtrack a little and talk about how to set up those custom roles. Again, in our Workspace settings under team over on the left hand side, we’ll now choose, Roles. And move our mouse all the way to the other side and choose Create custom role.
This is where we’ll choose all of the settings, like name, description, and where we can customize their permissions. You can name and describe this role what you like but let’s talk about the custom roles. You have some here to start with by default. Reviewer, content editor, Marketer, and Designer. Now, I won’t go through every item here. Rough math tells me that’s around 13,314 different combinations and frankly, I have a tee time in an hour and half so I might be cutting it close. But feel free to explore the options and choose what’s best for you and your team.
Once you’re happy with a role, choose Create and Create role.
Now, let’s move on to what your team will see on their end.
They'll get an invite email, hopefully accept it, create their account and land in your Workspace for the first time. When they open the site in Webflow, here's what they see: only the CMS collections you gave them access to are editable, everything else is visible but locked. Only their assigned pages show up as ones they can build on. And when they go to publish, they can push their own items live, but there's no option to publish the full site. Everything you configured a moment ago is now just what their day-to-day looks like.
That's one full example. As you bring on more of your team, that’s when you can utilize the 13,314 different combinations of custom roles.
You may have a content writer that can edit content but never publish at all, paired with access scoped to a single CMS collection, like your blog. A regional marketer might need the default Marketer role, but with access scoped to one locale and a specific set of pages, so they're only ever working in their own market. Like I said, there’s a lot of combinations.
But let’s quickly recap what we went over. We showed how to invite team members, went through some default and custom roles, showed you how to create a custom role, and talked about what they’ll see on their end. But that's setting up your team in Webflow.