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Admin & Team Management

Complete guide to managing users, roles, permissions, and organization settings in SiteWhiz.

What is Admin & Team Management?

Admin features allow organization administrators to: - Invite users - Add team members to your organization - Manage roles - Control who can do what - Deactivate accounts - Revoke access without losing data - Configure organization settings - Company-wide preferences

User Management

Inviting Users

Add new team members to your organization.

Single invitation:

  1. Go to Organization Settings > Users
  2. Click Invite User
  3. Enter email address
  4. Select initial role (Owner, Admin, or Member)
  5. Click Send

What the invitee receives: - Email invitation with organization name - Who invited them - Their assigned role - Link to accept invitation (valid for 7 days) - If no account: Creates account on acceptance - If existing account: Adds organization immediately

Inviting Multiple Users

To invite multiple users, repeat the invitation process for each user. Each invitation is sent individually.

User Roles

Three organization-level roles with different permissions:

Role Permissions Who Gets This?
Owner Full organization control including billing and deletion Company owner, CEO, managing director
Admin Manage users, billing, organization settings (cannot delete organization) IT manager, HR, operations manager
Member Access projects as assigned, no organization-wide access All employees, team members, contractors
Complete Permission Matrix
Action Owner Admin Member
View organization users ✓ ✓ ✗
Invite users ✓ ✓ ✗
Remove users ✓ ✓ ✗
Change user roles ✓ ✓ ✗
View billing ✓ ✓ ✗
Manage subscription ✓ ✓ ✗
Organization settings ✓ ✓ ✗
Delete organization ✓ ✗ ✗
Access assigned projects ✓ ✓ ✓
Create personal projects ✓ ✓ ✓

Changing User Roles

Promote or demote users as needed.

Steps:

  1. Go to Organization Settings > Users
  2. Find user in list
  3. Click on their current role
  4. Select new role from dropdown
  5. Changes apply immediately
  6. User is notified of role change

Owner Role

Only Owners can transfer ownership. There must always be at least one Owner per organization.

Deactivating Users

Revoke access without losing data.

When to deactivate: - Employee leaves company - Contractor finishes work - Temporary access suspension needed

Steps:

  1. Go to Users list
  2. Find user
  3. Click Deactivate button
  4. Confirm action

What happens: - User loses access immediately - Their data remains (items created, comments, activity) - Can be reactivated later - Past contributions preserved - No longer counts toward subscription limit

Reactivating Users

Give access back to a deactivated user:

  1. Go to Users list
  2. Filter to show Deactivated users
  3. Find user
  4. Click Reactivate
  5. User regains access immediately
  6. Their data and history remain intact

Organization Settings

Configure company-wide preferences.

General Settings

Organization Name: - Displayed in emails and reports - Edit anytime - Changes reflect everywhere

Currency: - Default currency for all projects - EUR, USD, GBP, etc. - Can be overridden per project

Time Zone: - Used for timestamps and reports - Each user can override personally

Language: - Default language for new users - Supported: English, Dutch (French, German coming soon) - Users can change personally

Billing & Subscription

Manage your SiteWhiz subscription.

Access: Organization Settings > Billing

What you can do: - View current plan - See usage metrics (users, projects, storage) - Update payment method - Upgrade/downgrade plan - View billing history - Download invoices

Subscription Plans

SiteWhiz offers flexible plans:

  • Starter - Up to 5 users, 10 projects
  • Professional - Up to 25 users, unlimited projects
  • Enterprise - Unlimited users, custom features

All plans include: - Unlimited documents - AI assistant - Cloud storage sync - Mobile app access - Email support

Contact: joke@sitewhiz.eu for enterprise pricing

Security Settings

Control security features for your organization.

Session Timeout: - Auto-logout after inactivity - 1 hour, 4 hours, 8 hours, or never - Security vs. convenience trade-off

Password Policy: - Minimum length (8, 10, 12 characters) - Require special characters - Password expiration (30, 60, 90 days, never)

IP Restrictions: - Allow access only from specific IP ranges - Useful for office-only access - Enterprise plan feature

Data Retention

How long data is kept: - Active projects: Forever - Archived projects: Forever (read-only) - Deleted projects: 30 days (recoverable) - Permanently deleted: Not recoverable after 30 days - Activity logs: 2 years - Billing records: 7 years (legal requirement)

Best Practices

Role Assignment

Recommendations: - Owner: 1-2 people (project manager, managing director) - Admin: 2-5 people (department heads, IT, HR) - Member: All other employees

Principle of least privilege: - Grant minimum necessary permissions - Review roles quarterly - Remove access when people leave projects

Security

Protect your organization: - Enable 2FA for Owners and Admins - Set session timeout for shared computers - Review user list monthly - Remove inactive users - Use strong password policy

Communication

Keep team informed: - Notify team when adding new members - Explain roles clearly in invitations - Update roles as responsibilities change - Announce organization setting changes

Troubleshooting

For detailed troubleshooting for admin and team management, including user invitations, roles and billing, see the Troubleshooting Guide →.

Contact Support

Need Help?

If you can't resolve your issue:

  • Email: joke@sitewhiz.eu
  • Include:
  • Your organization name
  • What you're trying to do
  • Error message (screenshot helps)
  • What you've already tried
  • Response time: Within 24 hours

Next Steps