Teams & Organizations

Roles and permissions

Everyone in a Colabio organization has one organization role: Organization Manager, Product Manager or Employee. On top of that, an employee can be a Team Leader on the projects they lead, and a manager can make someone an Owner or give a team leader Team Lead+. Here is what each one can see and do.

The roles

Pick the smallest role that lets someone do their job. You can change a role at any time from Members → Users.

Owner

Added by a manager

An organization manager who also controls who owns the organization.

Everything an organization manager can do
Make another organization manager an owner, remove owner status, or demote an owner
Change an owner's role and settings — nobody else can
Leave the organization without an owner: there is always at least one

How to assign: Whoever creates the organization is its first owner. An owner can make any organization manager a co-owner from Members → Users. Owners are added to every project.

Organization Manager

Organization role

Runs the organization: people, pay, plan, settings and every project.

Invite people with any role, change roles and remove members
See everyone's screenshots, recordings, timesheets, apps, URLs, reports, daily updates and AI prompts
Set hourly rates, approve manual time requests, and add, edit or split time entries
Manage the plan and billing, offer letters, alert rules, unusual activity and App & URL classification
Choose each member's monitoring settings: screen recording, deleting their own screenshots, AI screen analysis and prompt capture
Give a team leader Venture Intelligence access (Team Lead+)
Change an owner's role or settings (only owners can)

How to assign: Pick Organization Manager when inviting someone, or change an existing member's role from Members → Users. Organization managers are added to every project automatically.

Product Manager

Organization role

Runs projects and reviews the work of the people on them.

Create projects, add people to them and choose the team leaders of projects they are on
Create, assign, edit and delete tasks
Invite new employees
See screenshots, apps, URLs, timesheets, reports and AI prompts of members on their projects
Read every member's daily updates
See all invoices and record payments
Open the Members page, change roles, remove people or change pay rates after someone joins
Approve manual time requests or edit time entries
See organization managers' screenshots and activity, or anyone else's screen recordings
Change the plan, billing or organization-wide settings

How to assign: An organization manager picks Product Manager when inviting someone, or changes an existing member's role from Members → Users.

Team Leader

Project roleProfessional+

An employee who leads the team on one or more projects.

See screenshots, recordings, apps, URLs, timesheets and reports of the people on the projects they lead
Read their team's daily updates and AI prompts, and see alerts about them
Move a teammate's tracked time to the right task
Delete tasks in the projects they lead
See anyone's pay rates or earnings
Delete a project, or remove an organization manager or owner from one
See organization managers' screenshots or activity
See people who are only on projects they do not lead
Approve manual time, edit time entries or invite people

How to assign: Open a project, choose See All under the team, and change an employee from Member to Team Leader. The same person can lead one project and be a member of another.

Team Lead+

Added by a managerBusiness+

A team leader who can also open Venture Intelligence, without pay rates.

Open Venture Intelligence — Pulse, Projects and the AI chat — for the whole organization
Everything a team leader can do; nothing else in the dashboard changes
See pay rates, in Venture Intelligence or anywhere else
Change Venture Intelligence settings or send broadcasts and questions
Keep Venture Intelligence chats private: organization managers can read them, and the chat says so

How to assign: An organization manager opens Members → Users, chooses Update Member on an employee, and turns on Venture Intelligence access (Team Lead+).

Employee

Organization role

Tracks time on assigned tasks and sees their own work.

Track time from the desktop app on tasks assigned to them
See their own screenshots, timesheets, activity, apps, URLs and AI prompts
Write daily updates and request manual time with a reason and proof
Create tasks in their projects, and edit tasks they created or are assigned to
Create their own invoices and keep their profile, bank and tax details up to date
See teammates' screenshots, timesheets or activity (unless they lead a project)
Delete their own screenshots unless a manager allows it
Turn screen recording, AI screen analysis or prompt capture on or off — the organization decides
Invite people or change anyone's role

How to assign: Employee is the default role for people who track time. Pick it when inviting someone.

Permission table

Owners can do everything an organization manager can. A plan badge means the feature needs that plan or higher; for activity and reports it applies to seeing other people's work, never your own.

Yes: — everyone in the organization
Their projects: — members of projects they belong to
Their team: — members of projects they lead
Own only: — their own only
No: — not available

People and organization

What	Organization Manager	Product Manager	Team Leader	Employee
Invite people	Any role	Employees only	No	No
Change roles and remove members	Yes	No	No	No
Members page and per-member settings	Yes	No	No	No
Offer letters and templates	Yes	No	No	No
Plan and billing	Yes	No	No	No

Projects and tasks

What	Organization Manager	Product Manager	Team Leader	Employee
Create projects	Yes	Yes	No	No
Delete projects	Yes	Their projects	No	No
Add people to projects	Yes	Yes	No	No
Choose team leadersProfessional+	Yes	Their projects	No	No
Create tasks	Yes	Yes	In their projects	In their projects
Edit and delete tasks	Yes	Yes	Projects they lead	Their own tasks

Time tracking

What	Organization Manager	Product Manager	Team Leader	Employee
Track time with the desktop app	Assigned tasks	Assigned tasks	Assigned tasks	Assigned tasks
View timesheets	Everyone	Their projects	Their team	Own only
Request manual time	Own only	Own only	Own only	Own only
Approve manual time requests	Yes	No	No	No
Add, edit or split time entries	Yes	No	No	No
Move time to another task	Everyone	Their projects	Their team	No
Delete screenshots (and their tracked time)	Everyone	Own, if allowed	Own, if allowed	Own, if allowed

Activity and reports

What	Organization Manager	Product Manager	Team Leader	Employee
Screenshots, apps and URLsStarter+	Everyone	Their projects	Their team	Own only
Screen recordingsStarter+	Everyone	Own only	Their team	Own only
Time and activity reportsStarter+	Everyone	Their projects	Their team	Own only
Daily updatesStarter+	Everyone	Everyone	Their team	Own only
AI promptsStarter+	Everyone	Their projects	Their team	Own only
AlertsProfessional+	All, plus rules	All	Their team	Own only
Unusual activityStarter+	Yes	No	No	No
Venture IntelligenceBusiness+	Yes	No	With Team Lead+	No

Pay and invoices

What	Organization Manager	Product Manager	Team Leader	Employee
Set hourly ratesStarter+	Yes	When inviting	No	No
See hourly rates and earnings	Everyone	Their projects	Own only	Own only
Salary, bank and tax details	Everyone	No	No	Own only
Create invoicesStarter+	Own only	Own only	Own only	Own only
View invoices	Everyone	Everyone	Own only	Own only
Record payments	Yes	Yes	No	No

Privacy and AI settings

What	Organization Manager	Product Manager	Team Leader	Employee
Prompt capture, for everyone or per memberStarter+	Yes	No	No	No
Screen recording and AI screen analysis per member	Yes	No	No	No
Let the AI chat look at screenshotsBusiness+	Yes	No	No	No
Data retention and audit logsEnterprise+	Yes	No	No	No

Who sees whose work

The same rules apply in the dashboard, the mobile app and Colabio for Claude.

1
Your own work is always yours to see.
Every role sees its own screenshots, timesheets, activity and AI prompts, on every plan.
2
Seeing anyone else's work needs the Starter plan or higher.
The Free plan is for one person. If a subscription lapses, the organization falls back to Free: everyone still sees their own work, but not other people's.
3
Organization managers see everyone.
They are also added to every project automatically.
4
Product managers see the people on their projects.
Screenshots, apps, URLs, timesheets, reports and AI prompts cover the members of the projects the product manager belongs to. Daily updates and invoices cover the whole organization.
5
Team leaders see the people on the projects they lead.
Leading one project does not reveal the members of other projects. An employee who leads no project sees only their own work.
6
Organization managers' own activity stays with organization managers.
Product managers and team leaders do not see an organization manager's screenshots or activity, even on a shared project.
7
Other organizations are invisible.
Colabio answers a request about another organization's people or projects exactly as if they did not exist.

Setting up a new company

A sensible order for a new organization. Each step takes a few minutes.

1
Create your organization
You become its owner and an organization manager.
2
Choose a plan
The Free plan holds one member. Inviting a team, and seeing their work, starts at Starter. Team leaders and alerts need Professional, Venture Intelligence needs Business.
3
Invite the people who will run things first
Add at least one more organization manager and make them a co-owner, so the organization never depends on one account. Invite the people who run projects as product managers.
4
Create projects
Organization managers join every project automatically; add product managers and employees to the projects they work on.
5
Invite everyone else as employees
Set each person's hourly rate, department and projects in the invite. You can change projects later; rate changes are scheduled from Members → Users.
6
Pick a team leader for each project
Open the project, choose See All under the team, and switch an employee from Member to Team Leader.
7
Decide what is monitored
Under Members → Users → Update Member, choose per person: screen recording, deleting their own screenshots, AI screen analysis and the monthly manual time limit. Prompt capture is under Activity → AI Prompts.
8
Install the desktop app
Everyone tracks time from the desktop app on the tasks assigned to them. Screenshots and prompts are only captured while their timer is running.

Plan details are on the pricing page.

Questions

Can one person have more than one role?

Everyone has exactly one organization role: Organization Manager, Product Manager or Employee. Team Leader is set per project, so an employee can lead one project and be a plain member of another. Owner and Team Lead+ are added on top by a manager.

Who can see my screenshots?

You, the organization managers, the product managers on projects you share, and the team leaders of projects you are on. Your organization needs the Starter plan or higher for anyone but you to see them.

Can an employee turn off screenshots, screen recording or prompt capture?

No, the organization decides. An organization manager sets screen recording, AI screen analysis and self-deleting screenshots per person under Members → Users → Update Member, and prompt capture under Activity → AI Prompts. Nothing is captured while the timer is stopped.

What happens when a screenshot is deleted?

The ten minutes of tracked time it belongs to are deleted with it. Organization managers can delete anyone's; everyone else can delete their own only if a manager has turned on Allow self screenshot delete for them.

Who approves manual time?

Organization managers, under Timesheets → Time Approvals. Anyone can request manual time for themselves with a reason and proof, up to a monthly limit their organization manager sets (10 hours by default).

Who can see pay?

Everyone sees their own rate and earnings. Organization managers see everyone's, and product managers see them for the members of their projects. Team leaders never see anyone else's pay — not in reports, timesheets or Venture Intelligence. Only organization managers change hourly rates (a product manager sets one when inviting), and salary, bank and tax details are visible only to the member and organization managers.

How do I hand the organization over to someone else?

Make them an organization manager, make them an owner from Members → Users, then remove your own owner status. An organization always keeps at least one owner.

How do I remove an organization manager?

Change their role to Product Manager or Employee first, then remove them. An owner must first be demoted by an owner.

Does Colabio for Claude (MCP) give anyone more access?

No. Connecting Claude to Colabio answers with exactly what your role can see in the dashboard, and it can only read, never change anything.

Still have a question about roles? Email support@colabio.org.