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Managing project teams Follow

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Mallory McClure
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The project team consists of all users with access to a Revizto project. All project team members can view their project team, roles, and contact information directly from the Project team page in Revizto Workspace, supporting seamless team collaboration. Project administrators can also manage the team from the Project team page, including inviting users to projects, editing project member access rights, sending emails to project members, and removing users from projects. 

See also:

Required permissions

Managing the project team requires specific project access rights. If you are unable to manage project members (including inviting, removing, editing access rights, or sending emails), contact your project or license administrator.

You can view your access rights in the Project Team tab in Revizto Workspace by clicking View project role or Set project role next to your role name.

See Managing project roles for more information.

  • To invite users to projects, you need:

    To invite users to a project who are not already members of the license, you also need a license role of Content creator, Administrator, or Super administrator.

  • To edit project members' access rights, you need:

  • To edit project member details (company, department, or location), you need:

    • Super administrator or Administrator license role, or
    • Administrative rights if the License administrators and project administrators or License administrators and selected project administrators permissions are active.

    You can view your license role and who can edit additional user fields from the License Info page in Revizto Workspace under Tools. See Roles in the license and Managing license info for more information.

Accessing the project team

All project members can view the full project team in the Project team tab in Revizto Workspace. Project administrators can also manage the team members from there as described in this article.

To access the project team:

  1. Sign in to ws.revizto.com.
    • If you are a member of several licenses, ensure that the correct license is selected.

  2. Open the Tools dropdown menu, then select My projects under Tools.

  1. Do one of the following:
    • Open your desired project then, on the top toolbar, open the Project team tab.
    • Next to your project click More then, click Project team.

This will take you to the Project team page that lists all members of the project, including pending and suspended members.

You can filter the list of project members by status, role, company, department, and location. Selecting the Project administrators checkbox will show only Project administrators for the project, along with any filters you've applied. 

  • If you do not see the filter options, click Filters.
  • To clear filters, click Reset next to Filters.
  • To sort project members by column, click a column header to sort it by either ascending or descending order (alphabetical or numeric).
  • To show or hide columns, click the columns icon in the upper-right corner of the list and then select or clear the checkboxes next to the column names.
  • If you do not see the Company, Department, or Location filters, they are hidden. Depending on your license permission, you can add these fields. See Managing license info.

Adding users to projects

Project administrators can add users to a project through the Project team page in Revizto Workspace. If you are in the Revizto desktop application, clicking Share at the top of the project will redirect you to the Project team page in Revizto Workspace to invite or manage project members. 

It is generally best practice to add users to the license before adding them to a project, however both existing license members and external users can be added to a project. Only users with a license role of Content creator, Administrator, or Super administrator as well as administrative rights in the project can invite external users to the project. For more information, see Project administrator access rights and Adding users to licenses.

To add users to a project:

  1. Navigate to the project's Project team tab in Revizto Workspace. 
  2. From the top toolbar, click Invite members.
    • If Invite members is not available, you do not have administrative rights in the project. 
  3. In the Email field, enter the user's email or select their name from the dropdown list. You can add multiple users or email addresses. 
    • The dropdown list shows license members. Registered users will show a name and email address, while users who have not completed their registration will only show an email address. 
    • Type a license member's name or email to find them in the list. 
    • If a user is not a license member, type their full email address, then select the email in the dropdown list, which will be labeled New user.
    • To remove a user's name or email address, click X next to the name.
    • To clear the Email field, click X on the right side of the field.
    • If you invite a user who is already a project member, their profile details (such as their role, company, department, or location) will be updated.
  4. In the Role field, select a project role for the users being added to the project. This will define their access rights in the project. 
    • If multiple users are being added, the same role will apply to all of them. To add users with different roles, you will need to invite them separately.
    • If you are a License administrator, you will also have the options Show role info and Manage project roles under the Role field. For more information on editing project roles, see Managing project roles.

  5. Click Invite at the bottom of the Invite members to project pane.

Depending on your license status and the license status of the user, inviting a user to the project will do one of the following things:

  • If the user is a license member or adding them to the license does not require a License administrator's approval, they will get an invitation email.
  • If the user is not a license member and adding them to the license requires a License administrator’s approval, they will get an invitation email after the License administrator approves them. See, Approving license members added through project invitations.
  • If you are a License administrator and adding the user requires your approval, you will be prompted to approve them immediately. If you want to do it later, click Cancel.

Troubleshooting:

Resending invitations to projects

If a user that was added to a project has a Pending status, it means they haven't registered an account at Revizto Workspace and cannot access the project.

The registration link in a project invitation email is valid for 72 hours, so a Project administrator might need to resend the registration link to allow the user to register an account. 

To resend an invitation:

  1. Navigate to the project's Project team tab in Revizto Workspace.
  2. Select the checkboxes next to users with the Pending status.
  3. Click Resend invitation.
  4. Review the list of selected users. 
    • To remove a user from selection, click X next to their email address.
  5. Click Send.

A new invitation email will immediately be sent to the selected users.

Managing project member roles

All project members have a project role, which determines their access rights in the project. 

Anyone in the project can view project members' project roles in the Project Team tab in Revizto Workspace by clicking View project role or Set project role (depending on their access rights) next to the user's role name. This opens a list of access rights associated with that role, indicated by a checkmark next to the right. 

License administrators and Project owners will not have an option to view their access rights, but have the same rights in the project as a Project administrator. For more information, see Project administrator access rights.

Project administrators can assign roles to all project members except themselves, Project owners, and License administrators. License administrators can create and edit project roles and assign them to anyone other than themselves or Project owners.

License administrators (license role of Administrator or Super administrator) in the project will have the License administrator project role by default, which cannot be changed. For more information, see License administrator (project role) access rights.

The Project owner can change their role by transferring project ownership to someone else in the project. For more information, see Editing projects > Changing project owner.

For more information on creating, editing, and deleting project roles, see Managing project roles.

To assign a role to a single project member:

  1. Navigate to the project's Project team tab in Revizto Workspace.

  2. In the Project role column, click Set project role next to the user's role.

  1. From the dropdown menu under Role, select a new role.
    • If you are a License administrator, you will have the option Edit role under the Role field. See Managing project roles for more information on editing project roles.
  2. Click Apply.

The new role will take effect immediately without the project member needing to sign out.

To assign a role to multiple project members:

  1. Navigate to the project's Project team tab in Revizto Workspace.
  2. Select the checkboxes next to the users' names.
  3. Click Set project role.
  4. Review the list of selected users. 
    • Click X next to a user's name to remove them from the selection.
  5. From the dropdown menu under Role, select a new role.
    • Only one role can be selected, which will apply to all selected users.
    • If you are a License administrator, you will have the option Edit role under the Role field. See Managing project roles for more information on editing project roles.
  6. Click Apply.

The new role will take effect immediately without the project member needing to sign out.

Editing project member details

The ability to edit company, department and location details for users is controlled by the Who can edit additional fields permission at the license level, described in Managing license info. This permission can be viewed from the License Info page in Revizto Workspace under Tools. Depending on the chosen editing permissions (License administrators, License administrators and all project administrators, or License administrators and selected project administrators), License administrators and potentially Project administrators can edit the company, department, and location details of project members. Company, department, and location updates are license-wide and will be visible in every project the user belongs to under the license.

User company, department, and location details can also be edited from the User Management page. For more information, Editing license user details.

If you do not see the Company, Department, or Location fields, they are hidden. Depending on your license permission, you can add these fields. See Managing license info.

To edit project member details:

  1. Navigate to the project's Project team tab in Revizto Workspace.
  2. Select the checkboxes next to the users' names.
  3. Click Edit members.

  4. In the Member info pane, edit the Company, Department, or Location fields by entering or selecting the information from the field's dropdown list.

    • Type a company, department, or location in its field to find it in the list. 
    • If a company, department, or location is not available, type the name in the field, then select it from the dropdown list, next to Create new.
    • To clear a field, click X on the right side of the field.
    • If multiple users are selected, the changes will apply to all of them. 
    • To remove a user from the selected list, either uncheck the checkbox used to originally select them or click X next to their name in the Member info pane. 

    Project roles can also be edited here for any user besides the Project administrator editing the field, the Project owner, or License administrator. Select the role from the Role dropdown list. For more information on managing project roles, refer to Managing project member roles above.

  1. Click Save.

Sending emails to project members

Project administrators can send emails to project members directly from Revizto Workspace. 

To send emails to project members:

  1. Navigate to the project's Project team tab in Revizto Workspace.
  2. Select the checkboxes next to the users' names.
  3. Click Send email.
  4. Complete the subject and message fields and add an attachment if needed (optional). 
  5. Click Send.

Removing users from project teams

Project administrators can remove anyone from the project, except for the Project owner or themself.

If you would like to leave a project, see Leaving projects.

When a project member is removed, Revizto performs the following actions:

  • Sends the project member an email notification that they have been removed from the project.
  • If the project member is a report owner:
    • Changes the visibility of their reports to Public issues. This removes private issues from the report, leaving only public issues.
    • Transfers ownership of their reports to the Project owner.
    • Adds the project member's email address to the report name.
      For example: New issues (by name@example.com).
  • If the project member is a dashboard owner:
    • Transfers ownership of their project dashboards to the Project owner.
    • Adds the project member's email address to the dashboard name.
      For example: New issues (by name@example.com).
  • Force relinquishes any clash tests the project member has checked out and discards any unsaved changes.
  • Replaces the project member’s name in any issues, clash tests, reports, dashboards, and charts with their email address.
  • Removes the project member from the Send to field in any reports, charts, or dashboards they were previously added to in the project. 
  • Suspends the project member’s email notifications.

To remove users from a project:

  1. Navigate to the project's Project team tab in Revizto Workspace.
  2. Select the checkboxes next to users' names. 
  3. Click Remove from project.
  4. Review the list of selected users. 
    • Click X next to a user's name to remove them from the selection.
  5. Click Remove.

The users will be immediately removed from the project and any notifications and necessary changes to reports, dashboards, charts, issues, and clash tests will be automatically made as described above.

Troubleshooting

Q: When I added a user to a project, instead of the project role I selected, the user has the License administrator role.

A: The user has the license role of Administrator or Super administrator. License administrators will always have the License administrator project role automatically assigned to them in the project. This role provides the same rights as the Project administrator role.

 

Q: A project member that had the License administrator project role now has a different role.

A: The user is no longer a license administrator (Administrator or Super administrator) on the license so the License administrator project role no longer overrides their current project role.

 

Q: A project member's status is Pending, what does that mean?

A: The user hasn’t registered an account through Revizto Workspace. After being invited to join the project, their registration link is valid for 72 hours. A Project administrator can resend a registration link at any time.

 

Q: A project member's status is Pending approval, what does that mean?

A: Their invitation to the project requires a License administrator’s approval.

If you are a License administrator, open License Management Tools > User Management > Waiting for approval and approve the invitation. For more information, see Approving license members added through project invitations.

If you are not a License administrator, ask a License administrator to approve the invitation. You can find them under Tools > License Info.

 

Q: A project member's status is Suspended, what does that mean?

A: The user has an issue that prevents them from using Revizto. Hover your pointer over the info icon next to their status to review the reason for the suspension. 

If you are a License administrator, see Recovering suspended license members to determine and correct the suspension issue.

If you are not a License administrator, ask a License administrator to correct it. You can find them under Tools > License Info.

 

Q: I don’t see filters for Company, Department, or Location.

A: The Company, Department, or Location fields are hidden.

Depending on your license permissions, you can add these fields. See Managing license info.

If you are not able to see or add these fields, ask the License administrator to add these fields. You can find them under Tools > License Info.

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