Team Collaboration (Business Plan)
Assign tasks, manage project teams, track individual time, and coordinate work across your freelancer network
What You'll Learn
- Invite freelancers to collaborate on projects
- Assign tasks to team members on the Kanban board
- Set per-user hourly rates on projects
- Track time by team member
- Configure what team members can see and do
The Freelancer Network Model
WorkCentral's team collaboration is designed for independent freelancers who work together on projects — not traditional employees. This model gives everyone flexibility while keeping collaboration seamless.
Own Account
Each team member has their own WorkCentral account and can run their own business independently.
Join as Collaborator
When you invite someone, they join your organization as a collaborator while keeping their own organization separate.
Switch Between
Team members can switch between their personal organization and yours at any time. All data and permissions reflect the current context.
Business Plan Feature
Team collaboration requires the Business plan. Professional plan users who need to collaborate occasionally can share quote and invoice links with clients — but task assignment and shared Kanban boards require Business.
Inviting Team Members
Send email invitations from Settings → Team. New users are guided through signup before joining your organization.
Go to Settings → Team
Open your settings and navigate to the Team tab (Business plan only).
Enter the email address
Type the freelancer's email address and send the invitation. They'll receive an email with a link to join.
They accept and join
If they already have a WorkCentral account, they can accept directly. New users are guided through signup first, then automatically join your organization.
Three Roles
| Role | Access Level |
|---|---|
| Owner | Full access to everything — billing, team management, all settings and features |
| Admin | Most features — can invite members, but cannot manage billing or change other admins |
| Member | Limited by per-user permission settings — owner controls what they can see and do |
Assigning Tasks
On the Kanban board, assign tasks to team members so everyone knows what they're responsible for. Tasks have a single assignee at a time.
Four Ways to Assign
During Task Creation
Select a team member from the "Assign To" dropdown when creating a new task on the board.
During Task Edit
Open any existing task and change the assignment in the edit form.
Quick Assignment
Use the inline assignment dropdown directly from the task card for fast reassignment without opening the full edit form.
Auto-Assignment on Timer
When a team member starts a timer on a task, the task is automatically assigned to them.
Task Visibility by Permission
| Permission Level | Tasks Visible |
|---|---|
| Owner | All tasks in the organization |
| Full Access | All tasks in the organization |
| Assigned Only | Only tasks assigned to the current user |
| Read Only | Tasks from projects the user is assigned to |
| Disabled | No tasks visible |
Per-User Project Rates
Set different hourly rates for each team member on each project. This lets you accurately bill clients when your team members have different rates.
How Rates Work
User-Specific Rate
First priority: the rate set specifically for this user on this project via the per-user rate settings.
Project Default Rate
Second priority: the project's default hourly rate applies if no user-specific rate is set.
Effective Dates
Each rate has an effective date. All rate changes are preserved as history, so you can track how rates have changed over time.
Automatic Cascading
When a rate changes, uninvoiced time entries from the effective date forward can be automatically updated with the new rate.
Auto-Created Rates
Per-user project rates are automatically created when team members are assigned to projects, using the project's default rate as a starting point. You can then customize rates for individual team members as needed.
Team Time Tracking
Each team member tracks their own time using timers or manual entries. All time entries record who logged them so you can review work by person.
Members track their time
Each team member uses task timers or manual time entries on tasks they're working on. Starting a timer auto-assigns the task to the person who started it.
Review time by team member
All time entries show who logged them. Owners and admins can view time across all team members for any project.
Approve hours before invoicing
The approval workflow lets owners and admins review and approve team members' hours before they appear on invoices. This ensures accuracy and prevents billing disputes.
Approval Flow
Permission Configuration
Owners can set granular permissions per team member, controlling exactly what each person can see and do. Navigate to Settings → Team → select a user → Permissions.
| Level | What It Means |
|---|---|
| Full | View, create, edit, and manage — same access as the owner for that feature area |
| Read Only | Can view items but cannot create, edit, or delete anything |
| Assigned Only | Only see items assigned to them (e.g., their tasks, their projects) |
| Disabled | No access — the feature tab is completely hidden |
Permission Areas
Owner-Only Configuration
Only the organization owner can edit per-user permissions. Admins and members cannot change permission settings for themselves or other users.
Project Team Assignment
Assign specific team members to specific projects. This controls who can see and work on each project based on their permission settings.
Open the project settings
Navigate to the project you want to manage and open its settings.
Select team members
Choose which organization members should have access to this project. Per-user rates are automatically created when members are assigned.
Members see their projects
Members with "assigned only" or "read only" permissions will only see projects they've been assigned to. Owners and users with full access can see all projects.
Owners Always Have Access
Organization owners implicitly have access to every project and task. They don't need to be explicitly assigned to projects.
You're All Set!
You now know how to collaborate with your freelancer network in WorkCentral. Invite team members, assign tasks on the Kanban board, set individual rates, and track everyone's time with approval workflows.