Project Roles & Sharing

Who can see and do what

Every FlowQi project decides, on its own, who takes part and what each person is allowed to do. That happens in two places:

You might ask about sharing a project, access, permissions, or inviting people to a project — in FlowQi that is project roles & members.

• Roles — what a person can do in the project (view, comment, create tasks, manage the project).
• Privacy — how wide the project is open, from “only people with access” to everyone.

On top of that, you can share content out of the project with a secure link at a permission level of your choosing. This article walks through all of it.

Where to manage roles and access

You manage roles, members, teams, and privacy from a project’s Settings — the gear icon at the top-right of any project view.

The Settings dialog has these tabs:

The four project roles

People take part in a project through a role. You’ll see the roles, and exactly what each one allows, on the Permissions tab:

A few things worth knowing:

• The person who creates the project becomes its Owner.
• A project always keeps at least one Owner — you can’t remove the last one. To hand the project over, give someone else the Owner role first.
• Only Owners and Members can manage members and share content; Viewers and Commenters are read-only (Commenters can also leave comments on tasks).

Adding people to a project

1. Open the project and click the Settings gear (top-right).
2. Go to the Team Members tab.
3. Click Add users to project and pick the people you want.
4. For each person, set a role with the role dropdown — Owner, Member, Viewer, or Commenter.
5. Save your changes.

Each added person shows up in the list with their role dropdown and a remove (×) button, so you can change a role or remove someone at any time.

Adding whole teams

Instead of adding people one by one, you can assign an entire team to a project and give the team a role. Everyone on that team picks up the project at that role — handy when a fixed group always works together. Manage team assignments from the same Team Members tab.

Members must be in the project’s Circle

Adding someone to a project isn’t enough on its own: a person also has to be part of the project’s Circle to actually act in it. FlowQi takes the intersection of the two — if an assigned person isn’t a member of the Circle, they can’t do anything in the project, no matter which role you gave them.

So if a teammate has a role but still can’t reach a project, check that they’re a member of its Circle. To learn how Circles group people and content, see Circles .

Removing a member

Remove someone from the Team Members tab with the × button next to their name. When you remove a member, FlowQi unassigns them from that project’s tasks — any tasks they were the assignee on are freed up so you can hand them to someone else.

Remember you can’t remove the last Owner. Set a new Owner first if you need to take the current one out.

Privacy: how wide the project is open

The Privacy tab controls who can view the project, on top of roles:

Use Private when a project should stay limited to the people you’ve explicitly added. Switch to Public when you want a broader audience to be able to view it. Privacy fine-tunes visibility; roles still decide what each person can do.

Sharing content with a link

Members and Owners can share content out of a project. Sharing creates a secure link that carries a permission level, so the person you send it to gets exactly the access you intend — no more.

A shared link can grant:

You can also set an expiry on a shared link, so the access ends automatically after a date you choose. That makes sharing safe for one-off reviews or temporary collaborators — share at the chosen permission level, set an expiry, and the link closes itself when the time is up.

Quick reference