Team & permissions

Team members & roles

Invite your team to collaborate on client work. CoPortal uses three roles to control what each person can see and do — from full Owner access to a focused Member view for collaborators.

Roles

Inviting a team member

Go to Settings → Team and click Invite member. Enter their email and choose a role. They receive an invitation email with a link to create their account and join your workspace.

• •Invitations expire after 7 days — resend from the same screen if needed
• •The member is added to your workspace immediately on accepting
• •You can have multiple pending invites at once
• •Existing CoPortal users joining your workspace do not need to create a new account

Changing a member's role

Owners and Admins can change any member's role from Settings → Team. Click the role badge next to a member's name and select the new role. Role changes take effect immediately — no re-login required.

Removing a team member

From Settings → Team, click the three-dot menu next to a member and select Remove. The member loses access immediately. Their historical contributions — time entries, messages, comments — are preserved and attributed to them.

Seat limits by plan

Task assignment

Any team member can be assigned to individual tasks on the project board. Open a task and click Assignee to pick from your team. Assigned tasks appear in the member's task view, making it easy to see who is responsible for what across all projects.

Mentioning a teammate

In any task comment, type @ followed by a teammate's name to pull them into the thread. The mentioned member gets an instant push notification on every device they have CoPortal installed on — separate from the regular “new task comment” topic, so they'll see it even if that topic is muted.

• •Push notifications use the same VAPID setup as everything else; if your teammate has push enabled, they'll see it on their lock screen
• •Mentions never trigger an email — keeps your team's inbox quiet for internal communication
• •Both @FirstLast and the structured form (inserted by the autocomplete) resolve against your workspace member list

Private comments to a single teammate

When a comment is just for one specific person, tick Private to @Name below the comment input — it appears automatically when your comment resolves to exactly one teammate. The comment is then visible only to you and the named recipient. Other workspace members never see it; clients never see it. Useful for discreet feedback, quick clarifications, or pulling someone in on a sensitive call without exposing it to the whole team.

• •The team-wide “new task comment” notification is suppressed for private comments — only the recipient is told
• •Private comments render with an amber “Private” pill in the thread so the recipient knows it's just for them
• •Mentioning two or more people disables private mode automatically (it's a 1-to-1 directed message, not a small group)
• •Row-level security enforces visibility — even with the API, no one outside author + recipient can read the comment

Time entries and attribution

Each time entry is attributed to the team member who logged it. In the project Time panel, you can filter by team member to see individual contributions. This flows through to the Analytics profitability view, so you can see labour costs broken down by person if needed.