Inviting Your Team
Lifecycle OS is built for teams. The faster you get your people in, the faster you get value out. This guide covers how to send invitations, what each role can do, and how to manage your team over time.
Sending Invitations
Navigate to Settings → Team and click Invite Member.
- Enter the team member's email address.
- Select their org-level role (Admin, User, or Viewer — see below).
- Click Send Invitation.
Lifecycle OS sends an invitation email with a link to accept. If the person doesn't have an account yet, they'll be prompted to set a password when they click the link. If they already have an account, they'll be added to your organization immediately.
Tip: You can invite multiple people at once by entering multiple email addresses separated by commas.
Organization-Level Roles
Every team member has an org-level role that controls what they can do across your entire organization.
Admin
Full control over the organization.
- Manage org settings (name, logo, billing, timezone)
- Create, edit, and delete boards
- Invite and remove team members
- Change member roles
- Access all boards regardless of board-level access settings
- Manage custom fields, automations, and org-wide settings
Assign Admin to: founders, engineering managers, product leads, and anyone responsible for setting up and maintaining the workspace.
User
Standard team member access.
- Create and edit work items on boards they have access to
- Log time, leave comments, update statuses
- Create personal views
- Cannot manage org settings or invite new members (unless granted board admin)
Assign User to: engineers, designers, QA engineers, product managers, and anyone doing day-to-day work in the system.
Viewer
Read-only access across the organization.
- View boards and work items
- Cannot create, edit, or delete any items
- Cannot leave comments or log time
Assign Viewer to: executives, external stakeholders, or anyone who needs visibility without the ability to make changes.
Customer
External users with portal access only.
- Access the customer-facing portal at
/{org-slug}/join - Submit feature requests and bug reports through the portal
- Track the status of their submissions
- Cannot see internal boards, statuses, assignees, or team activity
Customers are assigned this role automatically when they sign up through the portal. You can also manually assign the Customer role to specific users.
Tip: Customers are not billed as team members. You can have an unlimited number of customer accounts — only Admin, User, and Viewer seats count toward your plan.
Board-Level Roles
In addition to their org-level role, team members can be assigned a board-level role that controls their access on specific boards. Board-level roles are set separately for each board.
Navigate to Board Settings → Members to manage board access.
Board Admin
Full control over the board.
- Manage board settings, statuses, and custom fields
- Add and remove board members
- Create and delete shared views
- Access all items on the board
Member
Standard contributor access.
- Create, edit, and delete work items
- Update statuses, assignees, estimates, and all fields
- Log time and leave comments
- Create personal views
Contributor
Restricted to their own items.
- Can only see and edit work items assigned to them
- Cannot view items assigned to other team members
- Cannot create shared views
Assign Contributor to: freelancers, part-time collaborators, or external contractors who should only see their own work.
Board Viewer
Read-only access to the board.
- View all items and their details
- Cannot create, edit, or comment
Assign Board Viewer to: stakeholders who need visibility into a specific board without org-wide viewer access.
Managing Team Members
From Settings → Team, you can:
Change Roles
Click the role badge next to any team member's name and select a new role from the dropdown. Changes take effect immediately.
Activate and Deactivate Members
Toggle a member's Active status to suspend their access without deleting their account or reassigning their work. Deactivated members cannot log in or see any org content. Their past contributions and assignments remain intact.
This is useful for offboarding team members, managing seasonal contributors, or temporarily suspending access.
Set Weekly Hours
Assign a weekly hours value to each team member. This is used in sprint capacity planning to calculate how much work a person can realistically take on in a sprint.
Tip: Set weekly hours for every team member who participates in sprints. Without it, the sprint capacity planner can't give you accurate team-wide capacity numbers.
Assign Job Titles
Add a job title to each member (e.g., "Senior Engineer", "Product Manager", "QA Lead"). Titles appear in team lists and member profiles. They're optional but help new team members understand roles at a glance.
Teams (Organizational Groups)
Beyond individual roles, you can create Teams — named groups that represent how your org is organized.
Examples: Backend, Frontend, Mobile, Data Science, Design, QA, Customer Success.
Teams are used for:
- Grouping work: Group board views by team to see what each group is working on
- Capacity planning: View sprint capacity and load by team
- Filtering: Filter any view to show only items assigned to a specific team
Creating a Team
- Navigate to Settings → Teams.
- Click New Team.
- Enter a team name.
- Add members to the team.
A team member can belong to multiple teams. Teams are org-wide and appear as a grouping option across all boards.
Board Access
By default, org Admins have access to all boards. Users and Viewers only see boards they've been explicitly added to.
To add a member to a board:
- Go to Board Settings → Members.
- Click Add Member.
- Search for the team member and assign their board role.
You can also manage board access from the member's profile in Settings → Team — toggle which boards they can see and set their role per board.
Tip: New team members don't see any boards until you add them. After inviting someone, take a minute to assign them to the relevant boards so they can get started right away.