Team & Permissions
Collaborate with your team by inviting members to your projects. Testably offers three roles — Admin, Member, and Viewer — to control who can do what. Viewers are always free, making it easy to include stakeholders without increasing costs.
Inviting Team Members
Invite anyone to your project from Settings → Members or from the project detail page. Invitees do not need an existing Testably account.
- 1
Click "Invite Member"
Opens the invitation modal from Settings → Members or the project detail page.
- 2
Enter email address
No existing Testably account is needed. A new account will be created automatically when the invitee accepts.
- 3
Choose a role
Select Admin, Member, or Viewer. Review the permissions table below to choose the right role.
- 4
Send invitation
Click "Invite". The person receives an email with a join link that is valid for 7 days.
- 5
Invitation accepted
When the invitee clicks the link, they join the project with the assigned role. Their status changes from "Pending" to "Active".
Roles Comparison
Testably has three roles. Each role builds on the permissions of the previous one — Admins have everything Members have, and Members have everything Viewers have.
| Permission | Viewer | Member | Admin |
|---|---|---|---|
| View test cases, runs, milestones | ✅ | ✅ | ✅ |
| View test results & reports | ✅ | ✅ | ✅ |
| View discovery sessions | ✅ | ✅ | ✅ |
| Create & edit test cases | ❌ | ✅ | ✅ |
| Create & execute test runs | ❌ | ✅ | ✅ |
| Record test results | ❌ | ✅ | ✅ |
| Create discovery sessions | ❌ | ✅ | ✅ |
| Create milestones | ❌ | ✅ | ✅ |
| Invite new members | ❌ | ❌ | ✅ |
| Change member roles | ❌ | ❌ | ✅ |
| Remove members | ❌ | ❌ | ✅ |
| Manage project settings | ❌ | ❌ | ✅ |
| Configure integrations | ❌ | ❌ | ✅ |
| Delete project | ❌ | ❌ | ✅ |
Admin
Full access to all features. Can manage team membership, project settings, integrations, and billing. The project creator automatically receives full Admin permissions.
Member
Can create and edit test cases, create and execute test runs, record results, and use all QA features. Cannot manage team membership or project settings. Best for QA engineers and developers.
Viewer
Read-only access. Can view all test cases, runs, milestones, and results but cannot create or modify anything. Best for project managers, product owners, and stakeholders. Always free — does not count toward seat limits.
Access Control Rules
Access in Testably is managed at the project level. The same person can hold different roles in different projects.
- Project-level access: Members are invited per project. Being an Admin in one project does not grant access to another.
- Changing roles: Admins can change any member's role at any time from the Members section. The change takes effect immediately.
- Removing members: Admins can remove members at any time. Access is revoked immediately. Previously recorded test results are preserved.
- Self-removal: Any member can leave a project and remove their own access at any time.
Viewer Free Policy
Viewers are always free and do not count toward your plan's seat limit. You can invite unlimited stakeholders as Viewers without increasing costs.
How Seat Counting Works
| Plan | Seat Limit | Counts Toward Limit | Free (Unlimited) |
|---|---|---|---|
| Free | 1 seat | Admin, Member | Viewer |
| Starter | 5 seats | Admin, Member | Viewer |
| Professional | 15 seats | Admin, Member | Viewer |
| Enterprise | Unlimited | Admin, Member | Viewer |
Example
On the Starter plan (5 seats), you could have: 1 Admin + 4 Members + unlimited Viewers. Your entire company — product managers, executives, customers — can observe testing progress at no extra cost.
Managing Your Team
The Members list (Settings → Members) shows all current and pending members. Each row displays: name/email, role, join date, last active date, and action buttons (change role / remove — visible to Admins only).
Pending invitations appear in the list with a "Pending" badge. Admins can resend the invitation email or cancel the invite from the same row.
Tips for Team Setup
- 1
Start with at least 2 Admins
This ensures you always have a backup administrator if one person is unavailable.
- 2
Give QA engineers the Member role
Members can create test cases, run tests, and record results — everything needed for day-to-day QA work.
- 3
Invite product managers and stakeholders as Viewers
Viewers can see all test results and progress without any seat cost. Ideal for keeping stakeholders informed.
- 4
Review roles periodically
As team responsibilities change, update roles accordingly. An Admin can change any member's role at any time from Settings → Members.
Next Steps
Learn the basics or set up integrations to connect Testably with your existing tools.