Inviting Your Team
XeroFlow is built for collaboration. Learn how to add team members via email, configure roles and permissions, and manage workspace access so everyone has exactly the right level of control.
Owner
Full workspace control including billing, integrations, and deletion.
Admin
Manage team, boards, and integrations without billing access.
Member
Day-to-day access to boards, tasks, chat, and all core features.
Viewer
Read-only visibility for stakeholders who need to follow along.
Sending invitations
To invite someone to your workspace, go to Settings and select "Team Members." Click "Invite Member" and enter their email address. You can invite multiple people at once by adding several email addresses separated by commas.
Each person receives an email with a link to join your workspace. The link is valid for 7 days. If it expires, you can resend the invitation from the same Team Members page. Once they accept and create their account (or sign in with an existing one), they immediately have access to the workspace.
Understanding roles
Every team member is assigned a role that determines what they can do in the workspace. XeroFlow has four roles, each with a progressively broader set of permissions:
Full control over the workspace including billing, integrations, and the ability to delete the workspace. There is typically one owner per workspace -- the person who created it.
Can manage team members, configure integrations, create and delete boards, and adjust workspace settings. Admins cannot change billing or delete the workspace.
The standard role for day-to-day users. Members can create and edit tasks, participate in chat, view boards, and use all core features. They cannot manage team members or workspace settings.
Read-only access to boards and tasks. Viewers can see data and follow along but cannot create, edit, or delete anything. Useful for stakeholders who need visibility without edit access.
You assign a role when sending the invitation, and you can change it at any time from the Team Members page. Most agencies start everyone as Members and promote key people to Admin as the team grows.
Configuring permissions
Beyond roles, XeroFlow gives you granular control over what team members can access. Board-level permissions let you restrict specific boards to certain people -- useful when you have sensitive client work or financial boards that only managers should see.
To set board permissions, open the board settings (gear icon in the board toolbar) and navigate to the "Access" tab. From here you can choose between "All workspace members" or "Specific people only." When set to specific, only the people you add to the access list will see the board in their sidebar.
Permissions Are Layered
Roles set the baseline, but board-level permissions add a second layer of control. An Admin can see all boards by default, but you can still restrict specific sensitive boards to only the people who need access. This layered approach keeps things simple for most teams while offering fine-grained control when needed.
Workspace access levels
XeroFlow supports different access scopes depending on how your agency operates. Workspace-level access determines what sections of the platform a person can see -- Boards, Clients, Finance, Time, Chat, and AI are the main areas. By default, all team members can access all sections.
If your agency has strict separation between departments -- for example, finance staff who should only see billing data, or producers who should not access ad spend reports -- you can configure section-level access from the workspace settings. This is an advanced feature and most small-to-medium agencies leave the defaults in place.
Managing your team over time
As people join and leave your agency, you will need to manage their access. Deactivating a team member (from the Team Members page) removes their access to the workspace without deleting their historical data -- their assigned tasks, time entries, and chat messages remain intact.
You can reactivate a deactivated member at any time if they return. For contractors or freelancers who work on specific projects, consider using the Viewer role or board-level permissions to give them access to only what they need for the duration of their engagement.
Next steps
With your team on board, here are some guides to help you set up the rest of your workspace.