Assigning Roles During Onboarding

Choosing the right role at the exact moment someone is invited saves a meaningful amount of cleanup work later. Get it wrong at scale—say, defaulting an entire 100-person invite batch to Admin—and you end up with a sprawling permission cleanup project down the line. Get it right from the start, and role management becomes a non-issue.

Understanding each role in depth

• Admin — full access to workspace settings, billing, security configuration, and the ability to manage other users' roles. This should be reserved for account owners, IT leads, and a small number of trusted operations staff—not handed out broadly.
• Member — the standard role for anyone actively doing work inside Hoicko: creating tasks, updating boards, closing tickets, and managing leads. Most employees should be onboarded at this level.
• Viewer — read-only access, ideal for executives, stakeholders, or auditors who need visibility into progress without the ability to make changes.
• Guest — a restricted, typically time-limited role for external collaborators—such as a contractor or client—who need access to a narrow slice of your workspace without broader visibility into company-wide data.

A practical default strategy

A pattern that works well for most organizations: default every new invitation to Member, and only manually elevate specific individuals to Admin when there's a clear, deliberate reason to do so—such as someone taking ownership of workspace-wide configuration or billing. This "opt-in to more access" approach is far easier to manage securely than starting broad and trying to restrict access later.

Adjusting roles after someone has already joined

Roles aren't locked in at the point of invitation. If someone's responsibilities change — a Member gets promoted into an operations role requiring Admin access, for instance — their role can be updated at any time from the Admin Panel's Team list, without requiring them to be re-invited or losing any of their existing work history.

FAQ

What role should most new employees get by default? 

Most organizations default new team members to the "Member" role, reserving Admin for a small number of trusted users.

Can a role be changed after a user has already joined? 

Yes, roles can be updated anytime from the Admin Panel.

What's the difference between a Viewer and a Guest role? 

Viewers typically have read-only access across the broader workspace, while Guests are more restricted, often scoped to a narrow, specific area for external collaborators.