Managing User Roles in Proposaly.io

1. Introduction

What this article covers:
This guide walks through how to add, edit, pause, and assign roles to team members using the Team Management tools in Proposaly.io.

Who this is for:
Admins and workspace Owners responsible for user management.

Why it’s useful:
Roles define what users can see and do. Assigning them properly protects your proposals and ensures productive collaboration.

2. Adding a Team Member

1. Access Team Management:
   
   - Click the Menu icon (☰) in the top-left corner
   - Select Team Management from the dropdown
    
2. Click the + Add Member button
    
3. Enter:
    
   • First & Last Name
   • Role (Admin, Member, Guest, etc.)
   • Email Address
   • Phone Number (optional)
   • Status (Active, Pending, Paused)
      
4. Click Save to add the member.
    

3. Editing or Managing Existing Members

Click the three-dot menu next to a user to:

• Pause – Temporarily disables their access
• Make Admin – Promote to admin level
• Transfer Ownership – Change workspace owner
• Edit – Opens profile to change name, role, email, status

• Manage Notifications – Adjust how the user receives updates

   

✏️ When editing, make your changes and click Save.

4. Role Overview

• Owner – Full access, including billing and ownership
• Admin – Manage users, documents, settings
• Member – Create and edit proposals
• Guest – View-only or limited collaboration
• Integrator – For API/webhook integrations
   

5. Tips & Best Practices

• Use Guests for external collaborators or limited roles.
• Always pause, not delete, inactive users to retain data.
• Keep Owners/Admins limited to reduce access risks.

6. FAQs

Q1: Can I add multiple members at once?
A: Not yet — you’ll need to add members individually.

Q2: What happens when I pause a user?
A: They lose access, but their data and activity are saved.

7. Additional Resources

• Setting Up Notifications
• Creating and Customizing Workspaces in Proposaly
• How to Use the Team Management Window in Proposaly.io
   

8. Conclusion

Managing user roles correctly ensures your workspace stays secure and your team functions smoothly. Always review access as your team grows or changes.