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Types of Licenses

3.5 min read

Overview

There are three types of user licenses in Wrike: regular users, external users, and collaborators. Each type of license includes different rights within the workspace.

  • Regular and external users require a paid user seat. The number of regular/external users you can have depends on how many seats you signed up for.
  • Collaborators don't require a paid user seat, but there is a limit on how many collaborators you can invite into your account.

Wrike Tip! Owners of paid accounts can check the number of available collaborator seats on the Subscription page. To open the page, click on your profile image in the upper-right corner, select "Account management," and click the "Subscription" tab on the left.

Important Information

  • Business and Enterprise accounts have the option to limit any user’s rights at the level of folders, projects, or spaces using access roles.
  • Read our Community post if you're unsure if someone should be a collaborator, as opposed to a regular or external user.
  • Account admins have all the rights of regular users along with account management permissions.
  • More information about pricing is available on our Pricing page. Details about what’s available on each plan are on our Manage Subscriptions page.

Rights by License Type

Regular Users have full rights within the workspace except for rights reserved for account admins. Regular users can be assigned as space admins with extended permissions within a particular space. To learn more about space management, go to the Manage Spaces page.

External Users have similar rights to regular users, but can’t share tasks, folders, or projects, and they are not included in the My Team group. External users can only see the contact information of people who share common tasks, folders, and projects with them.

Collaborators have limited rights within the workspace. These licenses are useful when you need to share project plans with partners, clients, or contractors without allowing them to make a lot of changes in your workspace. Collaborators can see the names and profile images of people who share common tasks, folders, and projects with them, but they can’t see additional contact information. Check out our post What Do Collaborators See? for details.

The permissions below apply account-wide on all subscription types, provided that your subscription includes the described features.

Abilities Regular User External User Collaborator
Account
Invite new team members * + + -
Included in My Team group + - -
Access Inbox + + +
Access List view, Table view, Gantt chart, and activity stream + + +
Share
See tasks, folders, and projects that are shared with you + + +
Share tasks, folders, and projects + - -
Add and remove followers ** + + -
Collaborate
Track time using the Time Tracker + + -
Add and remove file attachments + + +
Comment on tasks, folders, and projects + + +
@mention users and user groups in the comments *** + + +
Spaces
Create spaces * + - -
View spaces that are shared with you + + +
Manage spaces + - -
Invite and edit space members + - -
Folders and Projects
Create and delete folders and projects + + -
Change folder/project default view + + -
Change project status + + -
Assign project owners ** + + -
Change project start and finish dates + + -
View custom fields and their values + + +
Duplicate folders and projects + + -
Edit folder/project description field +
Tasks
Create and delete tasks and subtasks + + -
Duplicate tasks + + -
Change task status + + +
Change task start and due dates + + -
Assign tasks ** + + -
Detach subtasks + + -
Edit task description field + + -
Dashboards
View dashboards that are shared with you + + -
Create dashboards + + -
Share dashboards + - -
Reports
View reports that are shared with you + + +
Create Wrike reports + - -
Share Wrike reports + - -
Requests
Submit a request + + +
Approvals
Create task, folder, and project approvals + + +
Approve tasks, folders, and projects + + +
Invite guest reviewers * + - -
Calendars
Access calendars + + +
Create calendars + + -
Wrike Proof and Wrike for Marketers
Create file approvals + + -
Approve file attachments + + +
Invite guest reviewers + - -
Add proofing comments to file attachments + + +
Wrike Resource and Wrike for Professional Services
View workload charts that are shared with you + + -
Create workload charts + + -
Share workload charts + - -
Wrike Analyze and Wrike for Professional Services Performance
View analytics boards that are shared with you + + +
Create analytics boards + - -

* On Enterprise accounts, the abilities to create spaces and invite new users and guest reviewers can be restricted for regular users as well. Learn more on our Advanced Security Settings page.
** External users can only assign tasks and projects to users that they are already shared with. The same goes for adding another user as a follower to a task, folder, or project. It must be already shared with this user.
*** External users and collaborators can only @mention those users and user groups that the task, folder, or project is already shared with.

License Types and Access Roles

With access roles, you can further define permissions of your teammates when it comes to specific folders, projects, or spaces. Access roles are available on Business and Enterprise subscriptions and can be customized on Enterprise accounts. For more details, visit our Access Roles page.

Please note: Access roles can limit but not expand the permissions allowed by your license type.

Change License Types

Account admins can change a teammate's license type. As an admin, you can make someone a regular user, external user, collaborator, or admin.

  1. Click your profile image in the workspace’s upper-right corner.
  2. Select "Settings" from the dropdown.
  3. Click "Users" in the left panel.
  4. Click the name of the person whose license type you want to change.
  5. Click “Edit settings” on the right panel.
  6. Click the dropdown under "Role" and select the appropriate option.
  7. Click “Save changes.” If you're switching someone's license type to or from "admin," you'll be asked to enter your Wrike password.

Your changes take effect immediately.

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