✔️ Available on all subscriptions.

What
A free license type that lets you bring people into your projects to collaborate in limited capacity. Collaborator licenses are designed for basic interactions such as completing their assigned tasks and adding comments.
Why
  • Work with clients who need limited access rights.
  • Keep conversations where work happens (collaborators can see and add their own comments on tasks).
  • Allow contractors to update work they're assigned to.
Who
  • Site admins can add and manage users.
  • Standard users with the profile permission to:
    • Manage people and companies (allows users invite people to the Teamwork.com site).
When
Anytime you need someone to interact with a project in limited capacity. Ex. A stakeholder has a task to review and sign off on designs created by your team and only needs to be able to complete their task and comment on the designs.
What
A free license type that lets you bring people into your projects to collaborate in limited capacity. Collaborator licenses are designed for basic interactions such as completing their assigned tasks and adding comments.
Why
  • Work with clients who need limited access rights.
  • Keep conversations where work happens (collaborators can see and add their own comments on tasks).
  • Allow contractors to update work they're assigned to.
Who
  • Site admins can add and manage users.
  • Standard users with the profile permission to:
    • Manage people and companies (allows users invite people to the Teamwork.com site).
When
Anytime you need someone to interact with a project in limited capacity. Ex. A stakeholder has a task to review and sign off on designs created by your team and only needs to be able to complete their task and comment on the designs.

Collaborator permissions

Collaborators have limited permissions within Teamwork.com. They can perform basic actions on projects such as completing tasks and milestones assigned to them, but cannot edit a task's main properties.

The table below outlines the key project-related actions collaborators can perform (and highlights some they can't).

📖 Learn more about the full scope of collaborator permissions and site access.

Permission
Collaborator access
Complete tasks assigned to them
✔
Complete milestones assigned to them
✔
Set progress on tasks assigned to them
✔
Follow tasks
✔
View files
✔
Edit files they upload
✔
Add new messages
✔
Reply to existing messages
✔
Add comments to project items (ex. tasks, milestones, files)
✔
Edit task properties (ex. dates, files, assignees, tags, board columns)
✗
Create or edit project items (task lists, tasks, milestones, notebooks, links, risks)
✗
Set reminders on tasks
✗
Log time
✗
View time
✗
Permission
Collaborator access
Complete tasks assigned to them
✔
Complete milestones assigned to them
✔
Set progress on tasks assigned to them
✔
Follow tasks
✔
View files
✔
Edit files they upload
✔
Add new messages
✔
Reply to existing messages
✔
Add comments to project items (ex. tasks, milestones, files)
✔
Edit task properties (ex. dates, files, assignees, tags, board columns)
✗
Create or edit project items (task lists, tasks, milestones, notebooks, links, risks)
✗
Set reminders on tasks
✗
Log time
✗
View time
✗
🔑 Collaborators can only use integrations related to the features they have permission to access. For example, they cannot use any time-related integrations as they do not have permission to log time.


Manage a collaborator's permissions

  1. Click People in Teamwork.com's main navigation menu.
  2. Switch to the People tab.
  3. Scroll to the relevant user.
  4. Click the ellipsis (three dots) on the user row's right.
  5. Select Edit.

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  6. Switch to the Permissions tab.
  7. Click Edit beside the Project access count.

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  8. Manage project access:
    1. Check the box on the left of each project you want to add the collaborator to (or remove from).

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  9. Manage project permissions:
    1. Click Edit on a project's right.
    2. Toggle on the permissions you want the collaborator to have. Likewise, toggle off any you do not want to grant. Only some project permission toggles are clickable for collaborators due to their limited permissions.
    3. Click Update.
  10. Click Finished.

Add a collaborator to your site

  1. Click People in Teamwork.com's main navigation menu.
  2. Switch to the People tab.
  3. Click Invite users.
  4. Fill out the person's name and email address. 
  5. Repeat step 4 for each collaborator you want to invite.
  6. Select a company to add the collaborators to.
  7. Click the dropdown beside the company field and select Collaborator as the user type.

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  8. Click Next.
  9. Check the box beside each project you want to add the collaborator(s) to.
  10. Click Next.
  11. Click Send invites.

Downgrade an existing user to a collaborator

  1. Click People in Teamwork.com's main navigation menu.
  2. Switch to the People tab.
  3. Scroll to the relevant user.
  4. Click the ellipsis (three dots) on the user's right.
  5. Select Edit.
  6. Switch to the Essentials tab.
  7. Click the Type dropdown and select Collaborator.
  8. Click Update.

Another option...

  1. Click People in Teamwork.com's main navigation menu.
  2. Switch to the People tab.
  3. Click a standard user's (or client user's) name to open their profile.
  4. Click the ellipsis (three dots) in the profile's top right.
  5. Select Downgrade to a Collaborator.
  6. Click OK.