Within Teamwork Projects, collaborators are one of two user license types available.

You can add new users to your site as collaborators, and also change existing standard users to collaborators.

When viewing the people section of your site (or within a project), collaborators appear in pink, while standard users are green:


Collaborators have limited permissions within Teamwork Projects. They can perform basic actions such as completing tasks and milestones assigned to them, view files, edit files they upload, add & reply to messages, add comments, and set privacy on project items.

Collaborators cannot

  • Create new tasks, task lists, milestones, or links
  • Update milestones, task lists, tasks, notebooks, links
  • Log time
  • View the calendar
  • Set statuses
  • Access Billing
To update a collaborator's permissions, go to the People section of your site. To the far right of the user you wish to change you can choose the pencil icon.

Select the Permissions tab, and click Edit beside the Project Access:

From the list of available projects, select Edit to the right the relevant project:

You can then adjust the permissions for the collaborator on the selected project.

With restricted permissions, options such as updating tasks, task lists, milestones, and logging time will be crossed out. If you have a user that needs any of those permissions, you will need to make them a standard user.

Note: Collaborators can only be granted permissions at project level (above). At site level, they can only view the Home and Projects tabs.

A collaborator cannot perform any of the actions below:

  • Be made a site or project administrator
  • Add new projects
  • Manage task templates
  • Manage people and companies
  • View or manage Portfolio
  • Be an observer on projects
You can also set default permissions for collaborators in your site's general settings.

Note: Collaborators are unable to run reports. You can find out more on collaborator permissions here

Adding a collaborator

To add a new user as a collaborator, you can select it from the user type dropdown:

Changing an existing user to a collaborator

You can also change an existing user to a collaborator by navigating to the people section of your site. To the far right of the user you wish to change you can choose the pencil icon and then select the 'Essentials' tab. You can then update the type to standard or collaborator:

Working with collaborators in Teamwork Desk

Within Teamwork Desk, you can add existing collaborators from your Projects site to be agents on your Desk account.

Note: Collaborators from your Projects site are added to Desk as agents. You will be able to select whether to add them as full-time or part-time agents, depending on your Desk subscription plan.

Working with collaborators in Teamwork Chat

Collaborators can interact with your Teamwork Chat account. When they accept the invitation to your Teamwork Projects site, they will then be able to access Chat, initiate and interact with conversations.

Note: Collaborators are completely free. They do not count towards your billing subscription.

For more information, see: Understanding user permissions and access