Inviting Team Members

Managing a large fleet of WordPress installations often requires a team. WPCloset allows you to invite collaborators to your Organization, enabling them to help manage sites, plugins, and themes under a unified dashboard.

The Concept of a Team Member

In WPCloset, access is granted at the Organization level. When you invite a team member, you are providing them a seat within your workspace to assist with your “WPOps” strategy.

Collaborating as a team provides:

Shared Governance: Allow specialized team members to oversee specific parts of your infrastructure.
Accountability: Track changes across your organization to see who deployed which asset version and when.
Granular Access: Ensure team members only have the level of access required for their specific responsibilities.

Understanding Organization Roles

When inviting a new member, you must assign a role that defines their permissions within your vault. WPCloset uses the following roles:

1. Owner

The Owner is the highest role available. This role is intended for organization leads or primary stakeholders.

Capabilities: Has total authority over the organization. This includes the ability to register sites, upload and deploy assets, manage team member invitations, and oversee billing and subscriptions.

2. Team Member

The Team Member role is focused on the day-to-day operations of your repository.

Capabilities: Can register sites, manage plugin/theme versions, and handle deployments across your environments. They do not have permission to manage other team members or modify organization-level settings.

3. Billing Manager

The Billing Manager role is specialized for financial oversight.

Capabilities: Restricted primarily to managing subscriptions, viewing invoices, and updating payment methods. This role is ideal for accounting or procurement staff who do not need access to your code or sites.

The Invitation Workflow

Adding a member to your team follows a secure process to ensure only authorized users gain access.

1. Sending an Invitation

From the Teams screen, you can issue an invitation by providing the person’s name and email address and selecting their role. The system will verify that your current plan has available seats before the invite is generated.

2. The Notification

WPCloset generates a secure, unique invitation link and sends it to the recipient via email. Until the recipient accepts, they will appear in your dashboard as “Pending.” You can revoke a pending invitation at any time.

3. Acceptance

When the recipient clicks the link, they are directed to the WPCloset portal.

Existing Users: If they already have an account, the organization is added to their existing dashboard.
New Users: If they are new to the platform, they will be guided through an account creation process to join your team.

Managing Your Team

Roles can be updated at any time as responsibilities change. If a collaborator leaves a project, you can revoke their access instantly. Removing a member immediately terminates their access to your organization’s assets and frees up a “seat” on your plan for a future invite.

Best Practices

Use “Owner” Sparingly: Only grant “Owner” status to individuals who need full administrative control over the entire organization.
Isolate Financials: Use the “Billing Manager” role to keep technical staff away from sensitive payment information while ensuring your accounting team has the data they need.
Regular Audits: Periodically review your team list to ensure that only active contributors have access to your private repository.