01
Set up the team, invite members
Engineering, Design, Marketing, Customer Success — set up as many teams as you have. Invite members by email; one-click onboarding, no scattered registration across 6 tools.
Feature · Team & Role Management
Not permissions — structure.
Group teams, define roles, narrow permissions by project & customer. Off-boarding in 1 click, audit trail transparent; Mana AI balances capacity and suggests the right person.
One panel
for teams + roles + permissions
Unlimited
teams & custom role definitions
Mana AI
for workload & capacity suggestions
TEAM & ROLE MANAGEMENT PREVIEW
Screenshot area ready
When the visuals arrive they'll slot into these frames — sized and proportioned for the product UI.
Team list & capacityRole & permission matrixMember assignment flow
Live system · Real-timeDon't just read about it —
Don't just read about it —
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PROBLEM
One 'admin', 6 scattered tools, unwritten rules.
18 people in Slack, 12 in Drive, 9 in Trello; someone resigns, account closure is 'forgotten'. Customers see internal notes, in audits 'who saw what?' has no answer.
WHATSAPP GROUPS
The team is supposedly in a group; but who saw what, who approved what is unclear. When a member leaves the archive is lost; new joiners can't be onboarded.
MANUAL ROLE & PERMISSION EXCEL
The permission list is in Excel; in the actual tools nobody knows who has access to what. One breach, one resignation — every card is on the table.
SEPARATE USERS IN SEPARATE TOOLS
18 people in Slack, 12 in Drive, 9 in Trello. Onboarding takes a week; on resignation account closure is 'forgotten' — a serious security gap.
A SINGLE 'ADMIN' RUNS EVERYONE
One person holds all permissions. When they're on vacation work stops; or the wrong person deletes everything. Not a scalable structure.
CUSTOMERS & TEAM SHARE PERMISSIONS
Internal notes, pricing, draft deliveries leak to the customer. One slip — reputation lost, contract dispute begins.
VERBAL PERMISSION POLICY
A 'you can look at this' culture. No written rules; role changes are off the record; in audits 'who saw what and why?' has no answer.
One panel · WRM
Team + role + permission + AI — in one place.
In classic tools permissions are scattered and verbal. Managelify ties permissions to projects, customers and modules. We call it Work Relationship Management (WRM) — you don't just manage permissions, you manage the structure of the relationship.
Teams & membership
Built-in + custom roles
Module-based permissions
Project/customer scope
2FA & sessions
1-click off-boarding
Audit trail
Mana AI capacity
02
Define roles and permissions
Owner, Admin, Member, Customer, Guest — use the ready-made roles or create your own. Grant module-based permissions: who views, who edits, who deletes.
03
Narrow access by project & customer
Permissions aren't only org-wide; they're project- and customer-scoped. The agency account manager only sees their own customers; the designer only the projects they're assigned to.
04
Let Mana AI balance the workload
Mana AI spots who is overloaded and who is idle. 'Engineering is at 92% capacity, want to shift the new task to Design?' — capacity decisions become data-driven.
DEPTH
Teams, roles, security and AI.
Slack grants permissions and stops there. Managelify pairs permission with context, audits it, balances it — the loop closes.
Team structureRoles & permissionsSecurity & auditAI signalsScenariosSettings
Teams & membership
- Unlimited team creation
- Team description & avatar
- Email-based member invitation
- Multi-team membership
- Per-team channel & file space
- Team capacity & load indicator
- Per-team task & project filter
- Team archiving & re-activation
Roles & permissions
- Built-in roles (Owner / Admin / Member / Customer / Guest)
- Custom role definitions (unlimited)
- Module-based permissions (project, task, CRM, files, finance)
- Action-based permissions (view / edit / delete / share)
- Project-scoped permission narrowing
- Customer-scoped permission narrowing
- Temporary roles (until a given date)
- Role template duplication
Security & audit
- One-click access revocation (off-boarding)
- Session & device management
- Two-factor authentication (2FA)
- Who, when, what was accessed log
- Sensitive data tagging & extra protection
- External view for customers (only what's approved)
- Role change notifications
- GDPR-compliant audit trail
AI signals
- Team capacity & workload analysis
- Permission anomaly detection ('this role is broader than needed')
- Idle member alerts
- Automatic onboarding role suggestions
- 'Right person' suggestions based on past tasks
- Delegation suggestions for overloaded members
- Permission cleanup list for departing members
- Weekly team performance summary
Use scenarios
- Agency · account manager + designer + production
- Software team · backend / frontend / QA
- Freelancer · subcontractor & guest access
- Startup · founder / team / investor view
- Customer · access only to their own project
- Education · teacher / student / observer
Settings & policy
- Default member role
- Invite approval flow (auto / manual)
- Guest access policy
- Customer-visible areas
- 2FA requirement
- Session length & auto sign-out
- Permission change approval chain
- Audit trail retention period
ENHANCERS
Not granting access — building structure, balancing load, protecting data.
Permissions = the system's backbone
As teams grow, 'who sees what?' becomes bigger than the work itself. Managelify manages permissions from a single panel — structure instead of chaos.
Off-boarding in 1 click
When a member leaves, every access closes with one click; sessions drop, shared files become transparently visible. The 'forgotten account' from resignations is gone.
Customers see only what they should
Internal notes, pricing talks, draft deliveries stay with the team; only approved deliverables and shared files reach the customer. Transparency + privacy at the same time.
Mana AI = capacity intelligence
Mana AI knows which team is overloaded and which member is idle. It suggests the 'right person' for new tasks; in off-boarding it reminds you of permission cleanup.
Read the team — balance the capacity.
Mana AI analyses who's overloaded and who's idle; it suggests the 'right person' for new tasks. It flags roles defined more broadly than needed and reminds you of forgotten permissions during off-boarding — capacity decisions become data-driven, not gut-driven.
Capacity & workload analysisRight-person suggestionsPermission anomaly detectionOff-boarding reminders
SAMPLE SUMMARY
"Engineering is at 92% capacity, Design at 48%. Want me to shift the new 'landing' task to Design?"
Automatic capacity analysis Right person based on history Off-boarding cleanup list Apply with one click
WHO IT'S FOR
From solo to agency — every role finds its place.
Freelancer
A subcontractor steps in temporarily — transparent and secure.
On a delivery you bring in a subcontractor designer. With the Guest role you grant access only to that project, only for 14 days. When the work ends the permission expires automatically; customer data is safe and you don't lose work.
Agency
Account manager, designer, production — every lane is clear.
The account manager only sees their own portfolio; the designer accesses files for the projects they're assigned to; production only looks at the approved brief. Internal processes don't leak to the customer; new members are integrated within a day.
Startup & B2B team
Founder, team, investor — every view is different.
A KPI dashboard for investors, an operational view for the team, the full system for founders. Off-boarding closes accounts in a click; the audit trail is GDPR-compliant. Permission chaos doesn't appear as you scale; the structure is built from day one.
COMPARISON
Workspace, Asana, Slack — each a piece. Managelify is the structure.
The table below shows the strengths of popular permission tools and Managelify's contextual team & role management in a single panel.
TOOLSTRENGTHGAP
Google Workspace permissionsAccount & file permissionsNo project/customer context; no workflow permissions; no AI
Asana / Trello rolesBasic task-level rolesLimited customer permissions; no finance/CRM; weak off-boarding
Slack permissionsChannel-based permissionsCommunication only; no work or file permissions; limited audit trail
Notion sharingPage-level sharingNo module-based permissions; no customer role; manual off-boarding
Manual Excel + verbal rulesFree & flexible (on the surface)No audit trail; stays open after resignations; non-compliant
Managelify Team & Role ManagementWRMTeam + role + permission + Mana AI in one panel—
CONTINUE
Explore Team & Role Management alongside Managelify's other modules.
Project Management
Permissions narrow at the project level; you decide who sees which project.
CRM
Customer record permissions; account managers only see their own portfolio.
File Management
Role-based view, download and share permissions for files.
Team Messaging
Channels are team-scoped; communication stays between the right people.
Workspace
Page & widget permissions; internal notes don't leak to customers.
All modules
See Managelify's 8 categories and 33 modules in one panel.
FREQUENTLY ASKED QUESTIONS
Clear answers about Team & Role Management.
What exactly does Managelify Team & Role Management do?
Managelify Team & Role Management lets you build teams, invite members, define roles, and manage module-based permissions from a single panel. Who sees which project, who downloads which file, who touches which customer — you set it transparently and auditably. Permission management that was scattered across Slack + Drive + Trello is unified into one flow.
What ready-made roles are there? Can I define custom roles?
Owner, Admin, Member, Customer and Guest roles come built in. Alongside them you can define unlimited custom roles: 'Account Manager', 'Designer', 'Production', 'Investor View', and so on. For each role you set module-based (project, task, CRM, file, finance) and action-based (view / edit / delete / share) permissions.
Can I grant permissions only to a specific project or customer?
Yes. Permissions can be narrowed organisation-wide, by team, by project or by customer. An account manager can only see customers in their portfolio; a designer can only access files for the projects they're assigned to. Information doesn't spread unnecessarily and the audit trail stays clean.
Can the customer see my whole team and internal notes?
No. The Customer role is purpose-built: they only see the tasks, files and messages you approve. Internal notes, pricing talks and draft deliveries stay with the team. You give the customer a real 'portal' experience — transparency and privacy at the same time.
What happens when a member leaves?
You off-board them in one click: every access closes, active sessions drop, shared files stay transparently visible to the organisation. Mana AI also gives you a permission cleanup list: 'Who do you want to hand this member's tasks over to?' No account is forgotten, no data is left exposed.
Is there two-factor authentication (2FA) and an audit trail?
Yes. You can enforce 2FA across the organisation. Every access and permission change is kept in the audit trail: who, when, what they accessed, which permission they changed — logged in a GDPR-compliant way. The audit trail report can be exported as CSV or PDF.
What does Mana AI do in team & role management?
Mana AI analyses team capacity, spots overloaded members and suggests delegation. It flags permission anomalies like 'this role is defined more broadly than needed'; in off-boarding it reminds you of forgotten permissions. For new tasks it suggests the 'right person' based on past performance — capacity decisions become data-driven, not gut-driven.
Does Managelify scale as the team grows?
Yes. From solo freelancer to 100+ person agency, it scales on a single architecture. It supports unlimited teams, unlimited custom roles and sub-team structures within teams. Onboarding takes one minute with role templates; off-boarding finishes in one click. Permission chaos doesn't block growth — Managelify builds the structure, you do the growing.
MANAGELIFY
End permission chaos — start the structure today.
Set up your first team, invite your first member, define your role with one click. Off-boarding in 1 click, audit trail transparent — the structure won't crack as you grow.