TLDTrack lets you invite your team without handing everyone the keys. Three levels of access mean each person sees and controls only what they need to.
What it is
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Why it matters
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The three levels
There are exactly three levels of access. Older accounts may show slightly different words: an "owner" is treated as an Admin, a "member" as Staff, and a "viewer" as a Client. However they are labelled, they map to these three:
- Admin is the account owner and anyone else you make an admin. Admins can do everything: manage websites and monitoring, run exports and valuations, and, uniquely, manage the team, change account settings, manage clients and handle billing and the subscription.
- Staff can manage websites, monitoring and the day-to-day work, run exports and run valuations. What they cannot do is touch billing, change account settings or manage the team. This is the right level for most of your colleagues.
- Client is a read-only level, suitable for a customer you want to give visibility to. A client can see, but not change, and is limited to their own portfolio. Clients are also the people the client portal is built for.
A closer look at who can do what
The difference between the levels comes down to a short list of capabilities. The table below is the plain-English version of what each role is allowed to do:
- Read the account (see sites, monitoring and alerts): Admin, Staff and Client.
- Write and delete (add and change sites, edit monitoring, remove things): Admin and Staff.
- Exports and valuations: Admin and Staff.
- Manage the team and account settings: Admin only.
- Manage clients: Admin only.
- Billing and the subscription: Admin only.
A Client's read access is also narrower than a Staff member's: it is scoped to their own sites rather than the whole account.
Pick the lowest level that does the job
Inviting people
You invite team members and clients from the Team page, where you also choose the level of access each person gets. Only an admin can send invites. In practice it is a short flow: enter the person's email, pick their role from the three levels, and send. What happens next depends on the person:
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1
Open the Team page and choose to invite someone (admin only).
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2
Enter their email address and pick their role: Admin, Staff or Client.
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3
If you pick Client, you also link them to a specific client on your books, which is what grants them access to that client's sites and nothing else.
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4
Send. If they already have a TLDTrack account, they are added to your team straight away with the access you chose. If they are new, they receive an email to set up their own sign-in, and appear in your team list as a pending invite until they accept.
You can change someone's role later if their responsibilities change, and you can resend or cancel an invitation that has not been accepted. A Client invitation is what gives a customer their way into the client portal.
Your plan sets how many people you can add
Which level should I choose?
If you are ever unsure which level to give someone, this is the short version:
- Someone who needs to change the plan, pay invoices or manage the team needs Admin.
- Someone who works on the sites and monitoring day to day, but should not see billing, needs Staff.
- A customer who should see progress on their own sites, but change nothing, needs Client.
Roles decide access; modules decide which features exist for the whole team at all. The two work together: a module that is switched off is hidden from everyone regardless of their role.
What's next
- Clients get their own space through the client portal.
- Control which features everyone can see with modules.