Use case: You're inviting people to your portal and want to know what each role can see and do, and which people count toward your plan's seats.

Everyone in your portal has one of four roles. Three are for your agency: portal admin, admin and team member. The fourth is for the people you work for: client.

The four roles

Portal admin

The person who created the portal. There is one portal admin per portal. They can do everything an admin can, plus:

Manage your ManyRequests plan, payment methods and ManyRequests invoices in Settings > Profile and account > Subscription.
Set what admins, team members and clients are allowed to do in Settings > Modules and extensions > Users.

Other admins can't log in as the portal admin or reset their password.

Admin

Admins run the portal day to day. They manage services, clients, team members, invoices and reports, see every request, and approve team time when time approval is on. Their Settings menu has Integrations, Modules and extensions and Profile and account. Portal and Onboarding only appear in the portal admin's menu.

Team member

Team members work on requests. In the role picker this role is called Regular team member, and in the team list it shows as Team. Their Settings menu only has Profile and account, so they can't change portal settings. What else they can do depends on the team permissions your portal admin sets, for example whether they see all requests or only the ones assigned to them.

Client

Clients are the people who buy your services and submit requests. Each client belongs to an organization. The organization owner can add and manage the other members from Organization in their sidebar. Clients only see their own requests, or all of their organization's requests if you allow it, plus their own services, invoices and reports.

See How to add organization members.

Who can do what

	Portal admin	Admin	Team member	Client
Requests	All	All	All, or only assigned ones	Their own, or their organization's
Integrations, modules and extensions	Yes	Yes	No	No
Portal and Onboarding settings	Yes	No	No	No
Roles and permissions (Users module)	Yes	No	No	No
ManyRequests plan and payment	Yes	No	No	No
Services, clients and team	Manage	Manage	Depends on permissions	Buy services
Invoices	Yes	Yes, unless turned off	No	Their own
Approve team time	Yes	Yes	No	No
Counts as a seat	Yes	Yes	Yes	No

Permissions apply to the whole role. For example, turning off Access all requests for team members applies to every team member. The full list is in Specific permissions for admin, client, and team and How to manage client permissions.

Choose a role for a team member

Go to Users > Team and click Create team member.
Enter the name and email address.
Under Role, choose Regular team member or Admin, then click Save changes.

You can't give someone the portal admin role from this form. For the full steps, see Team view and adding team members.

Change what each role can do

Only the portal admin can do this.

Go to Settings > Modules and extensions and click Users.
Under Permissions, turn options on or off in the Admins, Team members and Clients sections.
Click Save changes.

What counts as a seat

The portal admin, admins and team members each use one seat. Clients never use a seat, however many you have.
Deleted team members don't use a seat.
When all your seats are used, creating a team member shows "You have reached the maximum number of seats for your subscription." with a Please upgrade your plan. link.
See Understanding the new seat pricing for how seats are priced.

Good to know

Logging in as someone else: portal admins and admins can view the portal as a client or team member, but never as the portal admin. See How to impersonate clients.
Managed organizations: a team member can manage specific client organizations. With the Access managed clients permission, they can open those clients even when Access all clients is off.

Roles explained: portal admin, admin, team member, client