Team Roles

YAPL uses a role-based permission system within teams. Each member has exactly one role that determines their capabilities within the team and its assigned projects.

Available Roles

YAPL provides three team roles:

Lead Role

Team Leads are administrators responsible for team management.

Capabilities

*Only workspace owners can delete teams, not team leads.

Use Cases

Assign Lead role to:

• Department heads
• Project managers
• Team supervisors
• Anyone needing full team control

Requirements

• Every team must have at least one Lead
• You cannot demote or remove the last Lead
• Multiple Leads are allowed

Member Role

Members are standard team participants who can contribute to work.

Capabilities

Use Cases

Assign Member role to:

• Active contributors
• Team participants
• Staff who need to edit work
• Day-to-day team workers

Viewer Role

Viewers have read-only access to team content.

Capabilities

Use Cases

Assign Viewer role to:

• Stakeholders needing visibility
• External consultants
• Auditors or reviewers
• People who need to monitor without changing

Role Comparison

Quick Comparison

Permission Hierarchy

Lead (Full Access)
  └── Member (Edit Access)
        └── Viewer (View Only)

Changing Roles

Who Can Change Roles

Only Leads can modify member roles within their team.

How to Change a Role

1. Open the team
2. Navigate to Members tab
3. Find the member
4. Click role dropdown or member actions
5. Select the new role
6. Confirm the change

Role Change Rules

Role Inheritance

Workspace Owners

Workspace owners have special access:

• Full access to all teams (via Workspace Owners team)
• Can manage any team
• Not restricted by team roles

Team Roles vs. Workspace Roles

Default Permissions

Teams have default permissions that work with roles:

{
  "projects": {
    "create": true,
    "view": true,
    "update": true,
    "delete": false
  }
}

These defaults can be modified by workspace administrators.

Role Assignment Best Practices

Lead Assignment

• Assign Leads who can manage the team
• Consider having 2+ Leads for coverage
• Leads should be active in the team

Member Assignment

• Default role for most contributors
• Anyone actively working on projects
• Staff who need to update tasks/plans

Viewer Assignment

• Minimize Viewer usage when possible
• Use for genuine read-only needs
• Consider if access is needed at all

Multiple Team Membership

Members can belong to multiple teams:

• Different roles in different teams
• Access combines across teams
• Most permissive role wins for shared content

Example:

• User is Lead in Team A
• User is Viewer in Team B
• User has Lead access to Team A projects, Viewer to Team B projects

Troubleshooting

Cannot Change Role

"Cannot demote last Lead"

• Promote another member to Lead first
• Every team needs at least one Lead

"You don't have permission"

• Only Leads can change roles
• Check your role in the team

Role Not Working as Expected

• Verify the role was saved
• Refresh the page
• Check if user has higher access via another team
• Check if user is workspace owner (full access)

Cannot Perform Action

• Verify your role permits the action
• Check project-level permissions
• Contact team Lead for access upgrade

Related Topics

• Creating Teams - Setting up teams
• Managing Members - Member administration
• Managing Owners - Workspace ownership