Your team and who can see what

There are three separate ideas here, and keeping them apart is what makes the rest make sense.

1. Role — what someone is allowed to do

Set per person, for the whole organisation:

• Owner — everything, including deleting the organisation.
• Admin — everything except the most destructive organisation-level actions.
• Member — normal working access: create and edit projects, tasks, time, comments.
• Viewer — read-only. Viewers additionally never see commercial data: budgets, rates, expenses, work orders, statements and AI spend are hidden from them entirely, not merely greyed out.

2. Access — which projects someone can see

Set per person when you invite them:

• Whole organisation — they see every project. Right for staff.
• This project only — they see just the projects they've been added to. Right for a freelancer or an outside collaborator.

Someone with project-only access gets a trimmed sidebar (Dashboard, My work, Projects and their own list), and navigating directly to a project they haven't been granted simply returns them to their dashboard.

What someone invited to a project can do

Project-only access means working on the project, not running it. Whatever their role, someone invited to a project alone can:

• see the whole plan — the task list, Kanban, Gantt, roadmap, calendar, activity, files and docs
• add and edit tasks, move them along, add subtasks and checklists
• comment, watch tasks, attach files and log their time

They can't change the project's settings, phases or schedule; see or change anything to do with money (pricing, budget, expenses, work orders, statements); share the project with a client or handle client requests and onboarding; invite people; delete tasks or the project; or use AI. The AI budget is your organisation's, and regenerating a plan rewrites it — neither is something to hand to somebody you've brought in for one job. If they reach for one of those pages they're taken back to the project with a sentence saying why.

When they first arrive, the project overview tells them who invited them and what is assigned to them. If nothing is yet, it says so — so do put their name on their tasks; until you do, there is nothing in the plan that says which part is them.

Who can delete a project

Only the organisation's owners and admins, or whoever created the project. Deleting a project takes its tasks, logged time, files and statements with it, so it isn't open to everyone who can edit a task.

3. Project role — a descriptive label

On a project's Team page you can tag someone as architect, developer, designer, project manager and so on. This is purely descriptive — it changes nothing about permissions. The same person can be "architect" on one project and "developer" on another.

Inviting people

Organisation-wide: Organisation settings → Team → invite by email. They get a link, create an account, and land in your organisation with the role you chose.

To one project: open the project → Team → Invite. You get two options:

• Choose from my team — someone already in your organisation. No email needed; they're added straight to the project roster.
• Invite someone outside your organisation — sends a real invitation email.

If you invite an email address that already belongs to a member of your organisation, Waymarq recognises them and simply grants the access rather than sending them a pointless "create an account" email.

When someone accepts, the organisation's owners and admins — and whoever sent the invitation — get an email saying so.

Invitations nobody answers

If an invitation hasn't been accepted after a week, Waymarq sends the person one reminder, naming who invited them. If another week passes with still no answer, it tells you — the person who sent it — and links to the team page, where you can resend it. That's the last email either of you gets about it; resending starts the two weeks again.

The original invitation link keeps working throughout, including after a resend.

Removing someone

From Organisation settings → Team. Removing a person detaches them from the organisation's projects too. You can't remove the last owner, or remove yourself — deliberately, so an organisation can't be left with nobody in charge.

Suppliers are not team members

A printer, a scaffolder, a freelance photographer you don't want in the system — those are suppliers, a reference record with contact details that you can attach to a task. They never log in. See Organisation settings → Suppliers.