Team Members and Roles

Invite colleagues to your account to work on surveys together. Each member gets a role, which sets what they can do, and access to specific workspaces (previously called folders), which sets which surveys they see.

Paid feature. Available on the Standard plan and higher. The Free and Basic plans include 1 seat, Standard 3, Premium 5, and on Enterprise you can add more. Compare plans

Inviting a member to your account

1. Click your avatar in the top right corner and select Members.
2. Click Add a member.
3. Enter the person's email and name. The name must be at least 3 characters long. The Comment field is optional, but if you fill it in, it must be at least 3 characters long.
4. Under Access Rights, choose the Role (1).
5. Open the Folder access list (2). All your workspaces are selected by default, so clear the ones this person shouldn't see and click Apply. Keep at least 1 workspace selected, otherwise To invite stays inactive.
6. Click To invite.
   

What happens next depends on whether the person already has a SurveyNinja account:

• They have an account. They are added right away and appear in the Active list. Your account appears in the account switcher at the top of the left panel on their dashboard.
• They don't have an account. They get an email with the Join Workflow button and appear in the Waiting list. The button opens a sign-up page with their email already filled in. After they create an account, they land in the workspace you shared. If your account has SSO turned on, the button opens the SSO sign-in page instead.

If the email got lost, click Resend next to the person in the Waiting list.

Sharing a workspace from the dashboard

1. Open the workspace on the dashboard.
2. Click + next to the member avatars at the top of the page (1). The tooltip says Add a member.
3. On the All members tab, click the Add to folder icon next to a person (2). To invite someone new to this workspace only, use the Add a member tab.
   

To take a person out of the workspace, click the Exclude from folder icon next to their name and confirm with Exclude. If this is their only workspace, SurveyNinja warns you and removes them from your account completely (Remove from the team).

Workspaces that other members can open are listed under Shared in the left panel. Read more in Workspaces (Folders).

Managing members of your account

On the Members page, the All participants tab lists everyone in your account.

• Change the role. Pick a new role in the Role column (1). The change applies right away.
• Change workspace access, name or comment. Click the three-dot icon (⋮) next to the person, select Edit in the menu (2), update the fields and click Save.
• Remove a member. Click the three-dot icon (⋮), select Delete and confirm.

The seat counter under the Members heading shows how many seats are used. The Last activity column shows when each person last worked in the account.

Built-in roles and their permissions

Every account has 3 built-in roles. They can't be edited or deleted.

• Owner: the person who created the account. Has every permission.
• Administrator: almost the same as the owner, but can't edit the domain and can delete only their own surveys and workspaces.
• Member: creates and edits surveys, but sees reports and manages surveys and workspaces only where they are the author.

Own only in the table means the action works only for surveys, workspaces or themes this person created.

Permission names are shown as in the role editor. A Member can also add existing members of the account to workspaces they created, but can't invite new people.

Note. A role sets what a member can do, and workspace access sets which surveys they see. Every member, including administrators, sees only the workspaces they were given access to. When someone creates a workspace, the owner gets access to it automatically.

Creating a custom role

1. On the Members page, open the Role management tab.
2. Click Create a role.
3. Enter the Role name (1).
4. Pick a category on the left (2) and set each permission to Forbidden, Own only or Allowed (3). Some permissions have only Forbidden and Allowed.
5. Click Create a role.
   

To give a role different permissions in some workspaces, turn on Advanced mode (4), click Add folder and pick the workspace. A column for it appears next to the Base column, and you set the values there. The three-dot menu (⋮) of the column has the presets View only, Deny all and Same as base. For example, choose View only so the role can only view reports in that workspace.

To edit or delete a custom role, use the icons next to it on the Role management tab. When you delete a role, its members are moved to the Member role.

Custom roles are available on the Premium plan and higher. On other plans, Create a role opens an offer to upgrade.

Transferring account ownership

The owner can hand the account over to another active member.

1. On the Members page, click the three-dot icon (⋮) next to the member.
2. Select Transfer ownership.
3. Click Send request. If your account has a password, enter it to confirm.

The member gets an email and a banner in their account with Accept and Decline buttons. After they accept, they become the owner and your role changes to Administrator. If you don't own another account, SurveyNinja creates a new empty account for you. The plan, domain and SSO settings stay with the account.

Limits

• Every member takes a seat, including you and people who haven't accepted the invitation yet. The Members page shows how many seats are used. When they run out, Add a member opens an offer to upgrade.
• You can resend an invitation once every 10 minutes.
• A transfer request is valid for 72 hours, and only 1 request can be active at a time.
• You can't change the owner's role or remove yourself from the account.

If something doesn't work

A member sees "Access denied" for an action. Their role doesn't allow it, and the message names the action. Change their role or create a custom role with the permission they need.

A member can't do anything in the account. Their SurveyNinja email isn't confirmed yet, and until then every action in someone else's account is refused. Ask them to confirm their email address.

A member doesn't see a workspace. They don't have access to it. Open Edit for this person and check Folder access, or share the workspace from the dashboard with +.