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User Types in Wrike

Table 5. Availability - Legacy plans

Free

Professional

Business

Enterprise

Availability: Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional, Legacy Business.;

Table 6. Availability

Free

Team

Business

Enterprise

Pinnacle

Availability: Enterprise, Pinnacle. ; Unavailability: Free, Team, Business;

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:

  1. Click on your profile picture in the sidebar of your workspace.

  2. Select Settings.

  3. Find the User Types 1 tab in the left-hand navigation.

  4. Click the +Create User type 2 button.

  5. 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).

  6. Click Create 5 .

  7. Click Save 6 to apply the changes.

User_types_sheet_1.png
User_types_sheet_2.png
User_types_sheet_3.png
User_types_sheet_4.png

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:

  1. Click on your profile picture in the sidebar of your workspace.

  2. Select Settings.

  3. Find the User Types 1 tab in the left-hand navigation panel.

  4. Hover over the name of the User type you would like to rename and click the three-dot button which appears 2.

  5. Select Rename 3.

  6. Type the new name for the User type and click anywhere outside of the field or press Enter 4 on your keyboard.

  7. Click Save 5.

Editing_user_type_1.png
Editing_user_type_2.png

To edit User type license permissions:

  1. Click on your profile picture in the sidebar of your workspace 1.

  2. Select Settings 2.

    User_licence_1.png

  3. Find the User Types 3 tab in the left-hand navigation.

  4. Select which User license type you want to adjust: Full User, Limited User, or Custom User license type 4.

  5. Switch the toggle button for those permissions you want to enable (or disable) for the specific User type 5.

  6. Click Save 6.

    User_licence_2.png

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.

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 Profiles

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

+

+

-

-

-

-
 

Admin

Regular user

External user

Contributor

Collaborator

Viewer

Important

My Team member permission gives Users the following rights:

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.

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