Understanding Permissions
Permissions determine who can see, create, edit, delete, or manage information across Teamo. They apply at multiple levels, from your organization-wide role down to individual columns, and understanding how those levels work together is just as important as knowing where to configure them.
The levels permissions apply at
| Level | What it controls |
|---|---|
| Organization role | Your baseline role (Admin, Standard, or Guest), assigned when you're invited to the organization |
| Unit access | Who can access an entire unit |
| Module access | Who can access and edit a specific module |
| View access | Who can see a specific view |
| Column visibility | Whether individual columns are visible to Standard and Guest users. Admins always see every column |
New units, modules, and views are open to everyone in the organization by default. You must deliberately restrict them if needed.
How the levels interact
This is the part that trips people up.
Unit access is a hard gate. If a unit is restricted and someone isn't on its access list, they can't access anything inside it, even if they've been given access to an individual module.
View permissions control visibility, not editing. Whether someone can edit records is determined entirely by their module permissions. A view can hide information, but it can never grant editing rights.
Module-level "Can edit" only applies to data, not structure. Someone with edit access to a module can add and update records and activities, but changing columns or the module structure always requires the Admin role.
Being an Admin doesn't automatically bypass restricted units or modules. The Admin role grants management privileges, such as changing the workspace structure, inviting members, and managing sharing. However, to access a restricted unit or module, an Admin must still be the owner or be explicitly added to its access list. This is a common point of confusion, so it's worth checking if an Admin reports being unexpectedly blocked.
Example
A marketing agency wants to keep its Finance data locked down, restrict one sensitive client list within an otherwise open unit, and provide a client-facing project view without exposing anything else.
Unit level: The Finance unit is restricted to the Finance team. Nobody outside that team can access anything inside it, regardless of their module permissions.
Module level: Inside the otherwise open Commercial unit, the Enterprise Clients module is restricted to the account managers responsible for those clients. Everything else in the Commercial unit remains open to the organization.
View level: Within the Projects module, a Client View is shared only with a client's contact. They can see their project's progress without being able to edit anything or view other clients' projects.
Where to manage each one
Organization roles
Click your profile picture in the top-right corner and open Control Center → Users.
- Use the Invite Team Member card to invite someone as an Admin or Standard user, and optionally assign them to a Team.
- Use the Invite Guest card to invite a Guest. Guests are assigned to a single module during the invitation process.
- Pending invitations appear below, where you can resend or revoke them.
Module access
Open the module and click Share in the module header.
- Set General access to Everyone in organization, Just me, or Specific people & teams.
- If the module is restricted, add specific people or teams and assign each one Can view or Can edit access.
- Click Save.
Unit access
Go to Control Center → Units & Modules, then click Share next to the unit.
The same general access options are available as for modules, but access is all or nothing. You can add or remove people and teams, but there is no separate View/Edit permission at the unit level.
View access
On the view tab, open the ⋮ Actions menu, then select Edit view → Permissions.
- Choose Only me, Anyone in the organization, or Specific users or teams.
- If the view is restricted, add the people or teams who should be able to see it.
Column visibility
Hover over a column header, click ⋮ Column options, then select Field settings → Permissions.
Under Visible to, select Standard and/or Guest to control who can see that column. Leaving both unchecked hides the column from everyone except Admins.
Permissions and Teams
Wherever you can grant access to an individual person, you can also grant access to a Team. This makes it much easier to manage permissions for groups instead of updating access one person at a time.
Next Steps
Now that you understand how permissions work, continue with: