User Types in Wrike

Table 5. Availability - Legacy plans

Table 6. Availability

Free

Overview

In the Wrike Service, there are two types of User licenses that define different User access rights and permissions within the workspace: Full User and Limited User licenses.

Full Users (Account Owner, Admin, Regular User, External User) have more default permissions enabled and are able to do more in Wrike.
Limited Users (Collaborators, Viewers, or Contributors) have fewer permissions and limited access to certain Wrike features.

The Account Owner and Admins with permission to manage User types can make changes to default User types and create new User types within the workspace.

Note

To find out which User license you have, click on your profile picture, select Settings, and switch to the Account info tab.

User types vs. access roles and admin permissions

There are three ways you can control what Users see and do in Wrike. You can:

Change their User type
Change their permissions (for admins)
Change their access role

User type	Admin permissions	Access role
The default User type defines what a User can see and do in the account. Important: All Users with the same User type have the same rights in the account and are able to access the same list of features.	Admin permissions are set up for each admin based on their license type. For example, the account owner can restrict some account admins from configuring security settings.	Your access role is your permission to access certain items in Wrike. For example, the account owner can have a Read Only access role for some folders, while a regular user can have a Full access role to the same folder.
When you make changes to a User type, all Users with this type will be affected.	Only one User is affected when you change their set of admin account permissions.	When you make changes to an access role, all Users with this role will be affected. At the same time, there is no “default access role” for account Users. You can grant or restrict access to folders, projects, or spaces by simply changing the User’s access role.

Creating custom User types

The Account Owner and Admins with permission to manage User types enabled can create custom User types.

Important

It is possible to create up to 50 custom User types in one account.

To create a new custom User type:

Click on your profile picture in the sidebar of your workspace.
Select Settings.
Find the User Types 1 tab in the left-hand navigation.
Click the +Create User type 2 button.
In the pop-up that opens 3 enter a name for the new User type (for example Client, or Contractor) and select from which of the existing User types you would like to copy the list of permissions (it is possible to adjust it later).
Click Create 5 .
Click Save 6 to apply the changes.

The new User type is created. Now you can adjust the permissions for this role so it answers your business needs.

Important

When you create a custom User type duplicating the access permissions of any standard Wrike User type (e.g., Admin, Regular User, External User, Collaborator, or Viewer), Users assigned to such duplicative custom User types will count against the total number of such respective licenses authorized for your account and may result in additional license fees being assessed.

Editing standard and custom User types

The Account Owner and Admins with permission to manage User types enabled can adjust the existing User types. It is possible to edit User type's name or the list of enabled permissions.

To rename a User type:

Click on your profile picture in the sidebar of your workspace.
Select Settings.
Find the User Types 1 tab in the left-hand navigation panel.
Hover over the name of the User type you would like to rename and click the three-dot button which appears 2.
Select Rename 3.
Type the new name for the User type and click anywhere outside of the field or press Enter 4 on your keyboard.
Click Save 5.

To edit User type license permissions:

Click on your profile picture in the sidebar of your workspace 1.
Select Settings 2.
Find the User Types 3 tab in the left-hand navigation.
Select which User license type you want to adjust: Full User, Limited User, or Custom User license type 4.
Switch the toggle button for those permissions you want to enable (or disable) for the specific User type 5.
Click Save 6.

As mentioned above, when you make changes to a User type, all Users who are assigned that User type are affected. So, for example, if you want all Regular Users in your Wrike account to be able to remove files — this is the best way to grant this permission.

List of permissions you can edit

In the table below + means that it is possible to edit selected permission for this User type.

Important

It is impossible to enable the Access admin privileges permission without enabling the My Team member permission for the selected User type.

Table 7.

	Admin	Regular user	External user	Contributor	Collaborator	Viewer
	General
Access admin privileges	+	+	+	-	-	-
My Team member	+	+	+	-	-	-
	Calendars
Create external links to calendar view	+	+	+	-	-	-
	Collaborate
Add files	+	+	+	+	+	-
Remove files	+	+	+	+	+	-
Comment on tasks, folders, projects	+	+	+	+	+	+
Email external requesters	+	+	-	-	-	-
	Folders and projects
Change project progress settings	+	+	+	-	-	-
Turn project effort rollup on and off	+	+	+	-	-	-
Change project billing type	+	+	+	-	-	-
Delete projects and folders	+	+	+	-	-	-
Change folder and project workflows	+	+	+	-	-	-
	Reports
Access the Reports tool	+	+	+	+	+	+
Edit reports	+	+	+	-	-	-
Share reports	+	+	+	-	-	-
Duplicate reports	+	+	+	-	-	-
Manage report snapshots	+	+	+	-	-	-
Delete reports	+	+	+	-	-	-
	Sharing
Share tasks, projects, and folders	+	+	+	-	-	-
	Tasks and subtasks
Change tasks, status, and workflow	+	+	+	+	+	-
	Misc
Access the Files view	+	+	+	-	-	-
Manage customs item types for the account	+	-	-	-	-	-
	User Custom Fields
Manage custom fields in Users settings	+	+	+	-	-	-
Manage custom field values in Users settings	+	+	+	-	-	-
Manage their own custom fields	+	+	+	+	+	+
View custom fields for other users	+	+	+	+	+	+
	Integrations
Export time entries to QuickBooks	+	+	-	-	-	-
	Databases
View databases	+	+	+	+	+	+
Create databases	+	+	-	-	-	-
Edit database settings	+	+	-	-	-	-
Create and delete fields	+	+	-	-	-	-
Edit fields	+	+	+	-	-	-
Delete databases	+	+	-	-	-	-
Create records	+	+	+	-	-	-
Delete records	+	+	+	-	-	-
Edit record fields	+	+	+	-	-	-
Edit database views	+	+	-	-	-	-
Move databases	+	+	-	-	-	-
Import databases	+	+	-	-	-	-
	Time Tracking
Create, edit, and delete time entries for themselves	+	+	+	+	-	-
View time entries from other people	+	+	-	-	-	-
Create, edit, and delete time entries for other people	+	-	-	-	-	-
Create, edit, and delete locked time entries	+	-	-	-	-	-
Approve timesheets and submit them for other people	+	-	-	-	-	-
Create, edit, and delete timesheet reminders	+	+	-	-	-	-

Important

My Team member permission gives Users the following rights:

Included in My Team User group
Can invite team members (if allowed by account admin)
Can create and manage spaces (if allowed by account admin)
Can share dashboards and workloads (if not restricted by access role)
Can invite guest reviewers (if not restricted by access role)
Can create analytics boards

If the My Team member permission is disabled, all rights listed immediately above are not applied to the selected User types. For example, by default Regular Users can create and manage spaces, but if the My team member permission is disabled for the Regular User type, all Regular Users in the account will lose the right to create and manage spaces.

Wrike Lightspeed is here ⚡ Visit our FAQs to find out what this means for you and to discover how you can get the most out of our updated experience!

If you're using the New Wrike Experience, please visit our New Wrike Experience Help Center to access related resources.

User Types in Wrike

Overview

Note

User types vs. access roles and admin permissions

Creating custom User types

Important

Important

Editing standard and custom User types

List of permissions you can edit

Important

Important

What's next?

Oops we're sorry!

Wrike Lightspeed is here ⚡ Visit our FAQs to find out what this means for you and to discover how you can get the most out of our updated experience!

If you're using the New Wrike Experience, please visit our New Wrike Experience Help Center to access related resources.

User Types in Wrike

Overview

Note

User types vs. access roles and admin permissions

Creating custom User types

Important

Important

Editing standard and custom User types

List of permissions you can edit

Important

Important

What's next?

Related articles