User Types in Wrike
In Wrike, there are two types of user licenses: full and limited.
-
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) have fewer permissions and limited access to certain Wrike features.
Account owners and admins with permission to manage user types enabled can make changes to default user licenses and create new user types.
Note
To find out which user license you have, click on your profile picture, select Settings, and switch to the Account info tab.
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. |
Note
Access role permissions can’t override admin permissions or license type permissions.
Account owners and admins with permission to manage user types enabled can create custom user types.
Important
It is possible to create up to 50 user types in one account.
To create a new custom user type:
-
Click on your profile picture in the upper right-hand corner 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.
-
Click Save 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 new limited user license (by duplicating the collaborator license) users with this new user type will still count in the total number of collaborators (limited licenses) in your account. You can learn more about it here.
Account owners 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 upper right-hand corner of your workspace.
-
Select Settings .
-
Find the User Types 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 1.
-
Select Rename. 2
-
Type the new name for the user type and click anywhere outside of the field or press Enter on your keyboard.
-
Click Save.
To edit a user license permissions:
-
Click on your profile picture in the upper right-hand corner of your workspace 1.
-
Select Settings 2.
-
Find the User Types 3 tab in the left-hand navigation.
-
Select which user license you want to adjust: full or limited 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 have it 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.
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.
|
Admin |
Regular user |
External user |
Collaborator |
|
|---|---|---|---|---|
|
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 |
+ |
- |
- |
- |
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)
If the My Team member permission is disabled all these rights are not applying 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 user type all regular users in the account will lose the right to create and manage spaces.