Inviting team members and assigning roles

Overview

After your workspace is configured, the next step is to invite your team. Smartcat supports unlimited users on all plans, and you can assign different roles to control what each person can do. This article covers how to invite team members and best practices for enterprise team setup.

For a full explanation of available roles, their permissions, and how to create custom access levels, see User Roles & Access Rights: Preset Roles.

Before you begin

Prerequisites:

• You must have Administrator permissions in the workspace

• For Organization Admin capabilities (managing Smartwords across workspaces), your organization must be on an Enterprise plan with Organization Management enabled

Time required: 5–10 minutes per team member

How to invite team members

Step 1: Access the Team section

1. Click the left sidebar navigation and select Teams

   

2. Click Invite

Step 2: Start the invitation

On the Send invitation screen, send invites in one of two ways:

• Enter the team member's email address. You can enter multiple email addresses at once. Select the role associated with the invitations.

• Select a role from Via link and click Copy to copy the link to your clipboard.

Step 3: Assign a role

Select the appropriate role for the team member. For a full description of each role and its permissions, see User Roles & Access Rights: Preset Roles.

Step 4: Send the invitation

1. Click Invite to send the invitation via email

2. The invited user receives an email with instructions to join

3. Once they accept, they appear in your Team list

Organization Admin role (Enterprise only)

The Organization Admin role is a special role for Enterprise customers that enables management across multiple workspaces.

What Organization Admins can do

• Manage Smartwords allocation across workspaces

• Control which workspaces access shared subscription benefits

• Enable or disable workspace access to organization-level resources

• Transfer Smartwords between workspaces

How to get Organization Admin access

The Organization Admin role must be assigned by Smartcat — it cannot be self-assigned.

Process:

1. Your Customer Success Manager (CSM) requests the email of the person who should be Organization Admin

2. CSM creates a support ticket with the organization ID and user email

3. Smartcat Customer Experience team assigns the role

4. The user can then access Organization Management via the three-dot menu next to the organization name

Prerequisites:

• Organization must be on Enterprise tier

• Organization Management must be enabled (automatic for new Enterprise subscriptions; manual activation required for existing subscriptions)

• User must already be a member of the organization

Glossary permissions

Understanding glossary permissions helps you assign the right roles:

How term suggestions work:

1. Users and linguists can suggest terms from the Editor

2. Suggested terms appear in the Suggested Terms tab in Linguistic Assets → Glossaries

3. Administrators or teammates with glossary-management rights review and approve or reject suggestions

4. Approved terms become active in the glossary

Note: There are no automatic email notifications for pending term suggestions. Establish a team process for regularly checking the Suggested Terms tab.

Best practices for enterprise teams

1. Plan your role structure before inviting

• Map out who needs what level of access

• Consider creating custom roles for specialized needs — see User Roles & Access Rights: Preset Roles for how to create them

• Document your role assignments for onboarding new team members

2. Use the principle of least privilege

• Start with lower-permission roles and upgrade as needed

• Use the Linguist role for external freelancers and vendors who only need task access

• Reserve Administrator access for those who genuinely need to manage users, billing, and workspace settings

Related articles

• User Roles & Access Rights: Preset Roles