InVision V7 user roles
  • 26 May 2023
  • 7 Minutes to read
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InVision V7 user roles

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Article Summary

InVision V7 offers six user roles:

TipIf you're moving to V7 from V6 Enterprise, read Updating InVision V6 Enterprise roles to InVision V7

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

Visitor

Document and group settings

Create and manage their own documentsYesYesYesYesSometimes-
Create and manage their own groupsYesYesYesYes--
Access documents and groups they've been added toYesYesYesYesYesYes**
Create public share linksYesYesYesYesSometimes§-
Export prototypes and/or screensYesYesYesYes--
Access all documents, groups, and spaces in the account
Yes***
Yes***
----
Archive and delete all freehands and prototypes in the accountYes***Yes***----
Share all freehands and prototypes in the accountYes***Yes***----
Change the owner of all freehands and prototypes in the account Yes***Yes***---

 

Principal team settings

Manage team and subdomainYes-----
Delete teamYes-----

 

Administrative team settings

Manage security settingsYesYes----
Manage authentication settingsYesYes----
Manage team subscription and billing informationYesYes----
Manage team sharing settingsYesYes----

 

People settings

Create, manage, and remove user groupsYesYesYes---
Change user roles or remove usersYesYesYes---
Invite new users to the teamYesYesYesYes*--
See who else is on the teamYesYesYesYesSometimes-

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

Guests can only see other users on documents and in groups 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. Before updating the default setting, read Understanding team sharing settings.

§If a guest has been invited to a prototype and their access is set to Can edit (managed in the Share dialog), that specific guest can create public share links for that specific prototype. If the guest's access is set to Can Comment, that specific guest can't create public share links for that prototype.

**Visitors can only access a specific freehand document link for a limited period of time. Learn more here: Sharing a Freehand for a limited period of time.

*** Owners and admins can access and manage all freehands, prototypes, groups, and spaces in the account if the team sharing setting Allow admins to manage all documents and spaces is selected. For more information about team sharing settings, read: Configuring InVision V7 team sharing settings.

Filter by user roles

When on the members tab of the People screen, use the Role and Seat Type columns to filter all users. Select the column header and choose the role or seat type you wish to view.

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
  • View every freehand and prototype in the account if the team sharing setting Allow admins to manage all documents and spaces is selected.

The owner can't do the following:

  • Archive or delete boards or specs someone else created: Along with the person who created these documents, only people who have joined the board or spec and have editing rights can archive it. Only the owner of a board or spec can delete it.
  • Delete groups someone else created: Only the person who created a group can delete 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
  • View every freehand and prototype in the account if the team sharing setting Allow admins to manage all documents and spaces is selected.

Admins can't do the following:

  • Delete the entire team account: Only the owner can delete the account.
  • Manage the team name and subdomain: Only the owner can change these.
  • Archive or delete boards or specs someone else created: Along with the person who created these documents, only people who have joined the board or spec and have editing rights can archive it. Only the owner of a board or spec can delete it.
  • Delete groups someone else created: Only the person who created a group can delete 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 can't do the following: 

  • Delete the entire 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 it. If the document owner grants a team manager editing rights, the team manager could then archive the document. Only the owner of a document can delete it.
  • Delete groups someone else created: Only the person who created a group can delete it.
  • View every document: Only team owners, admins, and 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 groups and documents made available to the team (as well as the groups and documents they're specifically invited to join). You can have multiple team members on your team, and typically 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 groups they create: No other role, including the owner, can edit the settings for documents and groups 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 can't do the following: 

  • Delete the entire 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 it. If the document owner grants a team member editing rights, the team member could then archive the document. Only the owner of a document can delete it.
  • Delete groups someone else created: Only the person who created a group can delete it.
  • View every document:Only team owners, admins, and 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.

Guests' permissions are limited to the following:

  • View documents they've been added to—including prototypes, boards, and freehands
  • View groups they've been added to
  • Archive documents they can edit
  • Create new documents
    • By default, only members of your team can open documents that guests have created, because the Anyone with the link setting is disabled for guests 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 edit the documents they create, guests can't 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 can't access groups or documents they haven't been invited to join, nor can guests invite new users to join the team. You can have multiple guests for your team.

Visitors

It's not possible to assign the visitor role to members of your team. Visitors are external users who have access to a Freehand document link for 7 days. These visitors don’t have access to other documents in your team and don’t require paid seats in your account.

It’s not possible to control who can join as visitors, but there are various options to ensure you maintain your company security standards: Security considerations when sharing a freehand with external users.

To learn how to share a Freehand for a limited period of time, read Sharing a Freehand for a limited period of time.

Visitors can't do the following:

  • Add Freehand templates. Visitors don’t have the ability to add a Freehand template to a freehand, but they can manipulate elements in a Freehand template added by a team member.
  • Share the freehand they’ve been invited to with other users. Note that they can still share the document link they’ve been provided with. This article includes various options to control who can view your freehands: Security considerations when sharing a freehand with external users.
  • Create new freehands in the team account.
  • View previous versions of the freehand or revert to a previous version.
  • Edit the freehand custom icon.
  • Embed prototypes in the freehand. However, note that visitors can interact with embedded prototypes in the freehand and navigate through the screens if the prototype has hotspots.
  • Use the Jira, Trello, Asana, or Azure DevOps integrations to add issues to the freehand or create issues from sticky notes or cards.
  • Use the Inspect tool to inspect screens in freehand.
  • Use the Figma, Adobe XD, or Microsoft 365 integrations.

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