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InVision V7 Team Management

This article provides answers for InVision V7. If you're on InVision V6, read this article instead. Not sure which version you're using? Find out now.

Depending on your plan, there are different settings that you can configure specifically for your team.

To access team settings, you must have the admin user role.

Team settings for all plans

There are four important settings options accessible with all InVision V7 plans:

  • Principal settings
  • Team icon
  • Team sharing settings
  • New members

Principal settings

Principal settings section that is found on the Settings page.

In the Principal settings, you can change your team name or subdomain. Note that when you change your subdomain, it can have a significant impact on your account and any share links. Learn more about changing your V7 team subdomain.

Team icon

Team icon section that is found on the Settings page.

To set a team icon:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and, next to Team Icon, click Change.
  4. Click the upload icon (Interface icon that users click to upload a new team logo.) and choose a file to upload.
    You will need to use a 400x400 pixels PNG, JPG, or GIF.
  5. Click Confirm.
Demonstration of steps for adding a team logo.

To remove a team icon:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and next to Team Icon, click Change.
  4. Click the delete icon (Interface icon that users click to delete a team logo.).
  5. Click Confirm.
Demonstration of steps for deleting an InVision V7 team logo.

Team sharing settings

Team sharing settings section that is found on the Settings page.

To set your team sharing settings:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and, next to Team sharing settings, click Change.
  4. Edit the settings as wanted, and then click Update.
Demonstration of steps for changing an InVision V7 team's sharing settings.

New members

New members section that is found on the Settings page.

Determine who can join your team:

  • Closed team: Only people who are invited
  • Approved domains: Anyone with an email address from your team's selected approved domains.

To enable Approved Domains when editing your team settings:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click the Settings and, next to New members, click change.
  4. In the New Members dialog, select Anyone with an email address from your team's selected approved domains.
  5. Click Update.
Demonstration of steps for enabling approved domains for an InVision V7 team.

If you choose Approved Domains, you can also visit your New Members settings to specify the domains you want to authorize for the team or Enterprise.

Enterprise team settings

As an owner of an InVision V7 Enterprise team, you also have access to four Enterprise-exclusive team settings that you can configure to your team's needs:

  • Single sign-on
  • User provisioning with SCIM
  • Passwords
  • Timing out

Single sign-on

Single sign-on section that is found on the Settings page.

After configuring the SSO settings in your identity provider (IdP), you will need to configure SSO settings in InVision V7.

To access your SSO settings:

  1. Sign in to your InVision Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and, next to Single sign-on, click Change.
  4. Toggle on Require SSO for every member of [your enterprise team].
  5. Complete the fields using the appropriate information from your IdP's metadata file.
  6. Click Update.

To complete all steps required for SSO—both in InVision V7 and in your IdP app—as well as learn how to fine-tune your team's sign-in experience, see our SSO Getting Started Guides.

User provisioning with SCIM

User provision with SCIM section that is found on the Settings page.

After setting up SAML-based SSO for your InVision V7 team, you can enable SCIM provisioning for your InVision V7 Enterprise team.

To enable SCIM provisioning:

  1. Sign in to your InVision Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings, and then click User provisioning with SCIM.
  4. Toggle the Enable SCIM provisioning switch on, and then click Update.
  5. Save the URL provided in the SCIM API URL field.
  6. Copy the token in the Authentication token field to your clipboard (also for step 4 of the “Configuring your Enterprise for SCIM provisioning” instructions).
  7. Click Done.
Demonstration of steps for enabling user provision with SCIM in the InVision V7 team settings.

To complete all steps required for SCIM provisioning, both in InVision V7 and in your IdP app, see our SCIM Provisioning Getting Started Guides.

Passwords

Passwords section that is found on the Settings page.

As a InVision V7 Enterprise team owner, you can customize the following password requirements for your members:

  • Minimum password length: Set a minimum number of characters to be used.
    InVision requires a baseline minimum of 8 characters for all InVision V7 users, and you can require additional characters as wanted for your Enterprise.
  • Enforce password complexity: Require an uppercase, lowercase, and numerical character.
  • Enable password expiration: Set a number of days before users have to update their password.
  • Prevent password reuse: Prevent your team from reusing their most recent—or up to their 5 most recent—passwords.

To set password requirements:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and, next to Passwords, click Change.
  4. After setting your desired requirements, click Update.
Demonstration of steps for changing an InVision V7 team's password requirements.

Timing out

Timing out section that is found on the Settings page.

Choose whether inactive teammates should get signed out.

To set a time out duration:

  1. Sign in to your InVision team or Enterprise here: your-team-name.invisionapp.com
  2. In the lower-left corner, click the expandable team tray.
  3. Click Settings and, next to Timing out, click Change.
  4. Next to Time out sessions when members are inactive, click to toggle on.
  5. Set the number of minutes until members are signed out.
    The minimum time out is 15 minutes.
  6. Click Update.

You can remove the time out duration at any time by toggling the switch off and clicking Update again.

Demonstration of steps for changing an InVision V7 team's password time out duration settings.

InVision V7 user roles

There are five user roles for teams in InVision V7:

  • Owner
  • Admin
  • Manager
  • Member
  • Guest
invision-v7-team-change-user-role.png

When assigning roles, remember that permission settings are managed primarily at the document level. People on your team—including owners, admins, and managers—do not automatically have access to every document created for the team. To learn more about configuring document permissions, check out this article: InVision V7: What are the permission settings for documents?

Looking for someone via the People tab? Click the Role dropdown to filter by specific user role.

Roles comparison

The following table should help you get familiar with the available user roles and their respective permissions:

Action

Owner

Admin

Manager

Member

Guest

Principle team settings
Manage team and subdomain Yes No No No No
Delete team Yes (contact Support) No No No No
Administrative team settings
Manage security settings Yes Yes No No No
Manage authentication settings Yes Yes No No No
Manage team subscription and billing information Yes Yes No No No
Manage team sharing settings Yes Yes No No No
People settings
Create, manage, and remove user groups Yes Yes Yes No No
Change user roles or remove users Yes Yes Yes No No
Invite new users to the team Yes Yes Yes Yes* No
See who else is on the team Yes Yes Yes Yes Sometimes
Document and Space settings
         
Create and manage their own spaces Yes Yes Yes Yes No
Create and manage their own documents Yes Yes Yes Yes Sometimes
Access documents and spaces they've been added to Yes Yes Yes Yes Yes
Create public share links Yes Yes Yes Yes No
Export prototypes and/or screens Yes Yes Yes Yes No

*Members can invite new users, but this is dependent on your team sharing settings.

Guests can only see other users on documents and in spaces they've been invited to join.

By default, guests can create documents and share them with members of the team; however, only members of the team can open guests' documents. An owner or admin of the team can edit this permission limitation by opening the global Team sharing settings and changing the Set the default document setting to Anyone with the link. There are a few important things to consider, however, before updating the default setting: Understanding team sharing settings

Owner

Each team has only one owner—the person who created the account for the team.

Along with being the only person who can delete the team account, the owner can manage the following:

  • Team settings—including team name, domain, icon, and sharing settings
  • Security and authentication settings—including passwords, time out requirements, and SSO
  • Billing information
  • Membership
  • User groups
  • Individual user roles—including promoting or demoting admins

The owner cannot do the following:

  • Archive or delete documents someone else created: Along with the person who created a document, only people who have joined the document and been granted editing rights can archive or delete it. If the document owner grants the team owner editing rights, the team owner could archive or delete the document.
  • Delete spaces someone else created: Only the person who created a space can delete it.
  • View every document: Only people who have been invited to a given document can view it.

It's not possible for another user to demote the owner to a role with lower access; however, the owner can transfer the role to a different person on the team.

Admins

You can assign multiple admins for your team. Like the owner, admins can manage the following:

  • Team settings—including the team icon and sharing settings
  • Security and authentication settings—including passwords, time out requirements, and SSO
  • Billing information
  • Membership
  • User groups
  • Individual user roles—including promoting or demoting other admins

Admins cannot do the following:

  • Delete the entire Enterprise team account: Only the owner can delete the account.
  • Manage the team name and subdomain: Only the owner can change these.
  • Archive or delete documents someone else created: Along with the person who created a document, only people who have joined the document and been granted editing rights can archive or delete it.
    If the document owner grants a team admin editing rights, the team admin could archive or delete the document.
  • Delete spaces someone else created: Only the person who created a space can delete it.
  • View every document: Only people who have been invited to a given document can view it.

Managers

The manager role can manage team membership as well as individual user roles. Teams can have multiple managers.

Here's a closer look at what managers can manage for your InVision V7 team:

  • Membership—including assigning or changing the role of other managers
  • User groups
  • Individual user roles—including promoting or demoting other managers
  • See who else is on the team

Managers cannot do the following: 

  • Delete the entire Enterprise team account: Only the owner can delete the account.
  • Manage security and authentication settings: Only the owner and admins can change these.
  • Manage the team name and subdomain: Only the owner and admins can change these.
  • Archive or delete documents someone else created: Along with the person who created a document, only people who have joined the document and been granted editing rights can archive or delete it.
    If the document owner grants a team manager editing rights, the team manager could then archive or delete the document.
  • Delete spaces someone else created: Only the person who created a space can delete it.
  • View every document: Only people who have been invited to a given document can view it.

Members

Intended for designers, developers, product managers, and other core contributors on the team, InVision V7 team members can see all spaces and documents made available to the team (as well as the spaces and documents they are specifically invited to join). You can have multiple team members on your team, and we typically find that the majority of users on a team are assigned the team member role.

Here's a closer look at what team members can do as part of your InVision V7 team:

  • Manage documents and spaces they create: No other role, including the owner, can edit the settings for documents and spaces created by another team member.
  • See who else is on the team
  • Share document links: Unless restricted by document sharing settings, members can share document links as wanted.

Team members cannot do the following: 

  • Delete the entire Enterprise team account: Only the owner can delete the account.
  • Manage security and authentication settings: Only the owner and admins can change these.
  • Manage the team name and subdomain: Only the owner and admins can change these.
  • Manage membership, user groups, and user roles: Only the owner, admins, and managers can do this.
  • Archive or delete documents someone else created: Along with the person who created a document, only people who have joined the document and been granted editing rights can archive or delete it.
    If the document owner grants a team member editing rights, the team member could then archive or delete the document.
  • Delete spaces someone else created: Only the person who created a space can delete it.
  • View every document: Only people who have been invited to a given document can view it.

Guests

The guest role is a paid, limited-visibility license intended for contractors, clients, or other collaborators who you don’t want to have full visibility into the team.

Depending on your InVision plan, you may also see the term active user on your invoices. To learn more about who qualifies as an active user—and therefore impacts billing—see this article: InVision V7: What are active users?

Guests' permissions are limited to the following:

  • View documents they've been added to—including prototypes, boards, and freehands
  • View spaces they've been added to
  • Archive or delete documents they can edit
  • Create new documents
    • By default, only members of your team can open documents that guests have created, because both the Anyone with the link setting is disabled within document Share dialog.
    • To give guests the option to edit the Anyone with the link share setting in each document they create, an owner or admin of the team must update the default team sharing settings.
    • While guests can obviously edit the documents they create, guests cannot edit documents that other people on the team have created—unless the creator shares the document with a specific guest and grants Can edit access via the document Share dialog.

Guests cannot access spaces or projects they have not been invited to join, nor can guests invite new users to join the team. You can have multiple guests for your team.

Inviting new users

If you're a manager, admin, or owner on an InVision V7 account, you can add users to the team at any time.

To add users to your team:

  1. Sign in to your account here: your-team-name.invisionapp.com
  2. On the left, click People.
  3. At the top right, click Add, and then click People.
  4. Enter the invitees’ email addresses, separated by commas, and click Next.
  5. Verify that the email addresses are accurate, make any role changes, and then click Invite.

To let people join your team without requiring an invitation, you can set up Approved Domains. With the Approved Domains feature enabled, anyone can sign in to the team by using an approved email address—i.e., an email address from an email domain that a team admin or owner has previously authorized.

Changing a user's role

In InVision V7, you can change a team member's role at any time.

To perform this action, you must be an owner, admin, or manager on the account.

To change a user's role:

  1. Sign in to your InVision account.
  2. On the left, click People.
  3. On the People page, click the drop-down next to the user's name and select the preferred role.

If you need to change multiple users' roles at once, the bulk editing feature makes it quick and painless.

To filter users by role via the People page, click the Role drop-down (which is set to All roles by default) and select the appropriate role type.