# How to Manage Team Permissions & Contractors | Axumind | Clientlex Learn how to invite team members, configure agency permissions, manage contractor access, protect internal notes, and review activity logs in Axumind. As your agency grows, you may need to give different people access to your Axumind workspace. Account managers, designers, developers, and external contractors all have different responsibilities, and not everyone needs access to the same information. Axumind allows agency administrators to manage team access and control which parts of the workspace individual team members can use. This helps your team collaborate while keeping sensitive business and client information accessible only to authorized people. ## Understanding Team Roles and Permissions Agency administrators and team members have different levels of access within Axumind. ### Agency Administrators Agency Administrators have administrative access to the agency workspace. Depending on the available account permissions, they can manage agency settings, team members, clients, services, projects, branding, and other administrative functions. This role is intended for agency owners and people responsible for overseeing agency operations. ### Team Members Team Members are employees or collaborators who need access to specific parts of the agency workspace to carry out their responsibilities. Rather than giving everyone unrestricted access, administrators can configure permissions based on the work each person performs. For example: - An account manager may need access to clients, projects, and communication. - A designer may need access to projects and files. - A finance team member may need access to billing and invoices. - A developer may need access to projects and relevant client files. Assigning permissions according to responsibilities helps prevent team members from accessing parts of the workspace they do not need. ## How to Invite Agency Team Members To add someone to your agency workspace: - Log in to your agency dashboard. - Navigate to **Team**. - Click **Add Member**. - Enter the required details for the person you want to invite. - Configure their permissions based on the responsibilities they will handle. - Add Member. You can manage team members and update their permissions later as their responsibilities change. ## Configuring Team Member Permissions Axumind allows agency administrators to control access to individual workspace modules. When inviting a team member or editing an existing member, review the available permission settings and enable only the areas they need. Depending on your configuration, these may include: - **Clients:** Access client records and related management functions. - **Services:** Manage agency service listings and configurations. - **Forms:** Access and manage forms and client intake configurations. - **Projects:** Work with projects and related delivery activities. - **Communication:** Access client conversations and support-related functions. - **Files:** Access files and folders. - **Billing:** Access relevant billing and invoice functions. - **Branding:** Manage available agency branding settings. - **Team:** Access team management functions. - **Integrations:** Manage available integrations. For example, a designer who only works on project delivery may need access to Projects and Files, but not Billing or Integrations. Similarly, an account manager who handles client relationships may need access to Clients, Projects, and Communication. **Tip:** Give each team member the minimum access needed to perform their responsibilities. You can update their permissions as their role within the agency changes. ## Managing Contractor Access Agencies often work with external specialists such as freelance designers, developers, copywriters, and media buyers. These contractors may only need access to specific areas of your agency workspace. Giving them unrestricted agency access can expose information that is unrelated to the work they have been hired to complete. When onboarding a contractor, configure their account permissions carefully. For example: - A freelance designer may need access to project information and relevant files. - A developer may need access to assigned project details and deliverables. - A copywriter may need access to the content and project information required for their assignments. Where project-specific access restrictions are available, assign contractors only to the projects they are responsible for. Avoid granting access to unrelated client records, financial information, or agency administration settings. **Important:** Module permissions and project assignments serve different purposes. Enabling Projects permission does not necessarily restrict a team member to a particular project. Make sure you use the available project-level access controls where your account supports them. ## Managing Internal Notes and Client Communication When working with clients, some discussions are intended for the client, while others are meant for internal coordination. Axumind supports separate visibility for public messages and internal private notes in supported project discussions and deliverable conversations. ### Public Messages Public messages are visible to the relevant clients and authorized participants in the conversation. Use public messages when you need to: - Provide project updates. - Ask clients for additional information. - Respond to client questions. - Discuss feedback or revisions. - Share information the client needs to see. ### Internal Private Notes Internal private notes are intended for communication within your agency. They can be used to: - Share observations about a project. - Discuss how to handle a client request. - Coordinate internal work. - Leave context for another team member. - Record information that should not appear in the client portal. Internal private notes are visually distinguished from public messages using an amber or yellow highlight. **Important:** Always check the message visibility before posting. Information intended for internal agency discussions should not be sent as a public message. ## Managing Team Access as Your Agency Grows Team responsibilities often change as an agency takes on new clients and expands its operations. Review team permissions periodically, particularly when employees change roles or contractors finish their assignments. Remove access that is no longer required and make sure sensitive agency and client information remains available only to authorized users. With properly configured team permissions, your agency can collaborate with employees and external specialists without giving everyone unrestricted access to the entire workspace.