How to Manage Team Seats and Roles

The 4 built-in roles

LemRank offers four built-in user roles designed to manage access and permissions within your workspace. For Enterprise plans, custom roles are available.

1. Owner: This role has full access to all features and settings within the workspace. The Owner can manage billing, add or remove team members, assign projects, and delete the workspace. There can only be one Owner per workspace.
2. Admin: An Admin has comprehensive access to workspace functionalities, including adding and removing team members, assigning projects, and managing all projects. Admins cannot delete the workspace or manage billing information.
3. Editor: Editors can create, edit, and delete projects they have been assigned to. They can also manage keywords and run reports within their assigned projects. Editors cannot add or remove team members or access workspace-level settings.
4. Viewer: Viewers have read-only access to projects they are assigned to. They can view reports, keyword rankings, and project settings but cannot make any modifications. Viewers cannot add or remove team members or access workspace-level settings.

Inviting a team member

To invite a new team member to your LemRank workspace:

1. Navigate to Settings in the left-hand navigation bar.
2. Click on Team Members.
3. Click the Invite Member button.
4. Enter the email address of the person you wish to invite.
5. Select the desired role (Admin, Editor, or Viewer) from the dropdown menu. The Owner role can only be transferred, not assigned.
6. Click Send Invite.

An invitation email will be sent to the recipient. They must accept the invitation and create a LemRank account (if they don't already have one) to join your workspace. Until they accept, their status will show as Pending.

Assigning projects to team members

Project assignment determines which projects a team member can access. By default, new team members (Editors and Viewers) do not have access to any projects until they are explicitly assigned. Admins and Owners automatically have access to all projects.

To assign projects to a team member:

1. Navigate to Settings in the left-hand navigation bar.
2. Click on Team Members.
3. Locate the team member in the list and click the Manage Projects icon (a folder icon).
4. A modal will appear, listing all projects in your workspace.
5. Check the boxes next to the projects you want the team member to access.
6. Click Save Changes.

The selected team member will now be able to view or edit (depending on their role) the assigned projects.

Removing a seat vs. deactivating access

LemRank provides two ways to manage team member access: removing a seat and deactivating access.

Deactivating access

Deactivating access temporarily revokes a team member's ability to log in to your workspace without removing their user profile or their seat from your subscription. This can be useful for temporary leaves or when you need to quickly restrict access without fully removing the user.

To deactivate access:

1. Navigate to Settings > Team Members.
2. Locate the team member you wish to deactivate.
3. Click the Deactivate button next to their name.

The team member's status will change, and they will no longer be able to log in to your workspace. You can reactivate their access at any time from the same menu. Deactivating access does not free up a seat on your plan.

Removing a seat

Removing a seat permanently removes the team member's profile from your workspace and frees up a seat on your subscription plan. This action is irreversible.

To remove a seat:

1. Navigate to Settings > Team Members.
2. Locate the team member you wish to remove.
3. Click the Remove button next to their name.
4. Confirm the action in the prompt.

Removing a seat reduces your total seat count and may affect your billing, depending on your subscription plan and billing cycle.

Sibling-account architecture explained

In LemRank, all team members within a workspace operate under a "sibling-account architecture." This means that all users share the same underlying keyword pool and other workspace resources.

For example, if your workspace plan includes a maximum of 5,000 tracked keywords, all team members (Owner, Admins, Editors, Viewers) draw from this shared pool. If one Editor adds 1,000 keywords to Project A, and another Editor adds 500 keywords to Project B, the workspace's total keyword usage would be 1,500, leaving 3,500 keywords available for other projects or team members.

This architecture ensures efficient resource utilization and centralized management of your tracking limits across your entire team.

Adding seats mid-cycle (prorating)

When you add new team members beyond your current plan's seat limit, you will be prompted to purchase additional seats. If you add these seats mid-way through your current billing cycle, LemRank calculates the cost on a prorated basis.

The prorated charge covers the remaining duration of your current billing period for the newly added seats. For example, if your billing cycle renews on the 1st of each month, and you add a seat on the 15th, you will only be charged for the half-month remaining until the next billing date. On your next full billing cycle, all seats will be billed at the standard monthly or annual rate.

This ensures you only pay for the time you use the additional seats.

Related

• How to Use the Client Portal