Team and roles
One instance is one team. There is no tenant juggling: the people on your instance are your organization, with a shared name and logo in the header.
The three roles
| Role | What it means |
|---|---|
| Administrator | Manages the instance: users, roles, organization settings (name, logo, instance-wide default skin). The first account to register becomes one automatically. |
| Manager | Invites members, sees and manages all tasks. |
| Member | Their own tasks, and the maps shared with them. |
On top of the role, a user can carry the AI manager flag — they receive automation requests and maintain the AI agent registry. The flag is independent of the role: an administrator and an ordinary member can both hold it.
Getting people in
- They register themselves. If the instance is reachable from the internet, set a registration key first — every registration then requires it.
- You invite them — from Administration, or straight from the Tasks page. With SMTP configured the invitation is e-mailed with a link to set a password; without SMTP you are shown a temporary password to hand over, exactly once.
- Google sign-in can be added on top — see Configuration.
Sharing maps
A map starts private, and only its owner may share it. The share dialog offers three widening circles:
- Specific colleagues, by e-mail — with View, Collaborate or Edit rights. Access is tied to the e-mail address, so it works even before the colleague registers: they see the map once they sign up with the same address.
- The whole organization — every team member sees the map (View or Edit).
- A public link — see Public maps.
What each per-map level can do:
| View | Collaborate | Edit | Owner | |
|---|---|---|---|---|
| See the map, comment | ✓ | ✓ | ✓ | ✓ |
| Change status of their own tasks | — | ✓ | ✓ | ✓ |
| Add/edit/move nodes, assign work | — | — | ✓ | ✓ |
| Change an existing deadline | — | propose only | only as its assigner | ✓ |
| Remove a node carrying a deadline | — | — | only as its assigner | ✓ |
| Share, archive, delete the map | — | — | — | ✓ |
A deadline is an agreement with whoever assigned it. Anyone who cannot change it can propose a different date (with a reason) straight from the goal detail — the assigner gets a notification and approves by simply setting the new deadline, or declines.
Sharing also happens as a side effect where it saves you a round trip: assigning a goal or a task to someone without access offers to share the map with them as a collaborator in the same step, and a project created from a template with tasks is shared with the assignees automatically. Assigning to someone without access asks in as many words: "{e-mail} has no access to this map. Share the map with them as a collaborator (view map, work on own tasks) and assign them?"
Where shared maps show up
The home page sorts projects by your relationship to them: My projects (you created them), Where I take part (other people's projects shared with you or with a task or goal of yours) and Organization projects. The project card carries a badge — Private map, Shared with the whole organization, or Public map — so who can read it is visible at a glance.
Next
- Team setup (admin) — the step-by-step admin guide
- Public maps — the widest circle
- Configuration — registration key, Google, SMTP