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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 Settings → Team Members (in the sidebar)
  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 (tasks 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.

Access: Click Settings in the left sidebar (collapsible section at the bottom) → Company Settings

Upload your company logo for use in reports and exports.

What you can do: - Upload a logo (JPEG, PNG, WebP, or SVG) - Replace an existing logo with a new one - Delete the current logo

The logo appears in exported reports and documents.

General Settings

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

Email Domain: - Read-only, shown for reference

Company Code: - Auto-generated unique code for your organization - Read-only, copyable to clipboard

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

Planning Behavior: - Tasks inherit due date from container — when enabled, tasks automatically get the due date of their parent container - Close tasks if container is closed — when enabled, closing a container also closes its child tasks

Discipline Management

Manage the list of disciplines (trades) available for tasks across all projects. Maximum 20 disciplines per organization.

Access: Company Settings → Disciplines section

What you can do: - Add disciplines — click the add button, type the name (e.g., "Electrical", "Plumbing", "HVAC"), and save. A counter shows how many you have used (e.g., "12/20") - Edit disciplines — hover over a discipline and click the pencil icon to rename inline. Press Enter to save or Escape to cancel - Reorder disciplines — drag and drop using the grip handle on the left to set the display order. Disciplines are shown as a numbered list - Delete disciplines — click the trash icon. If tasks are assigned to that discipline, a migration dialog appears where you select another discipline to reassign those tasks to. You cannot delete the last remaining discipline

Disciplines appear in the task creation form, filters, and export grouping options.

Cloud Storage Integrations

Connect your cloud storage provider to sync documents automatically.

Access: Company Settings → Cloud Storage Integrations section

Supported providers: - Dropbox (personal and business) - OneDrive (business) - OneDrive (personal)

Only one provider can be connected at a time. When connected, the integration card shows: - Connection status and account info - Sync statistics (documents processed, failed, remaining) - Configured project folders - Last sync timestamp

Actions: Manual sync, test connection, reconnect, disconnect.

Privacy Settings

Collapsible section at the bottom of Company Settings with GDPR compliance tools.

What you can do: - Export your data — download all your organization's data - Delete account — permanently remove your account and all data (irreversible) - Download legal documents — Terms of Service and Data Processing Agreement (DPA) as PDF - Contact information — SiteWhiz contact details for privacy inquiries

Billing & Subscription

Manage your SiteWhiz subscription.

Access: 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