Overview

Contentrain allows you to invite team members to collaborate on your projects. By adding users to a project, you can distribute content creation, review, and management tasks across your team. Each invited user can be assigned a specific role that determines what they can see and do within the project.

Whether you are working with a small editorial team or a large organization with multiple contributors, the invitation system lets you onboard new members quickly and keep your team organized.

Inviting Users

To invite a new team member to your project, follow these steps:

1. Navigate to the Users section — After opening your project, click the Users tab in the left sidebar to access the team management area.

2. Click the "Invite User" button — This opens the invitation form where you can add a new member.

3. Enter the email address — Type the email address of the person you want to invite. They will receive an invitation at this address.

4. Assign a role — Select the appropriate role for the new user. Depending on your project's role configuration, available options may include:

   • Admin — Full access to all project settings, models, content, and user management.
   • Editor — Can create, edit, and manage content within the collections they have access to.
   • Viewer — Read-only access to content and assets.
   • Any additional custom roles you have defined in your project settings.

5. Send the invitation — Click the "Send" button to deliver the invitation email. The invited user will appear in your team list with a pending status until they accept.

Accepting Invitations

When a user is invited to a project, they receive an email containing an invitation link with a unique token. The acceptance process works as follows:

1. The invited user opens the invitation email and clicks the provided link.
2. If the user already has a Contentrain account, they are directed to log in and the project is automatically added to their dashboard.
3. If the user does not have an account, they are prompted to create one. After registration, the project becomes available in their dashboard.

Once the invitation is accepted, the user can access the project with the permissions defined by their assigned role.

Managing Team Members

After inviting users to your project, you can manage your team from the Users section.

Viewing Invited Users

The Users section displays a list of all team members, including their name, email, assigned role, and invitation status (accepted or pending). You can use this overview to quickly see who has access to your project.

Changing Roles

To update a team member's role:

1. Navigate to the Users section of your project.
2. Find the user whose role you want to change.
3. Click on the role dropdown or the edit option next to the user.
4. Select the new role from the available options.
5. Save the changes.

The updated permissions take effect immediately, so the user will see their access level change the next time they interact with the project.

Removing Users

To remove a team member from your project:

1. Go to the Users section.
2. Locate the user you want to remove.
3. Click the remove or delete action associated with that user.
4. Confirm the removal when prompted.

Once removed, the user will no longer have access to the project. You can always re-invite them later if needed.

Roles and Permissions

Contentrain provides a flexible role-based access control system. Roles define what actions a user can perform and which parts of the project they can access. Beyond the default roles (Admin, Editor, Viewer), you can create custom roles with granular permissions tailored to your team's workflow.

For a detailed guide on creating and configuring roles, see the Working with Projects documentation for more details on project-level settings.

Plan Limitations

The number of team members you can invite to a project may depend on your current Contentrain plan. Free and lower-tier plans typically have a limit on the number of collaborators, while higher-tier and enterprise plans support larger teams.

To check your current plan's team size limit or to upgrade, visit the Billing section in your account settings. If you reach your plan's user limit, you will need to upgrade before inviting additional members.

If you need more details on managing users and team collaboration, please see the Contentrain Walkthroughs page for video tutorials.