Overview

Wedy Pro's team features let you bring your entire event business team into one workspace. Photographers with second shooters, planning agencies with coordinators, venues with sales teams — you can give each person the right level of access without exposing sensitive financials or client communications to everyone.

There are four built-in roles on a Wedy Pro team: Owner, Admin, Member, and Bookkeeper. Each has a distinct level of access. Member and Bookkeeper permissions are fully customizable by the Owner. On the Elite plan, you can also create custom roles — named roles with their own permission sets — to match the way your team actually works.

Time to complete: 5–10 minutes.

Team features are available on the Elite plan. If you don't see the Team section in your Account sidebar, go to Account > Membership to review your current plan.

Understanding team roles

Before inviting anyone, familiarize yourself with what each role means in Wedy Pro. The right role assignment keeps operations clean and your business data protected.

Owner — Full access to everything, including billing and subscription management. Every account has exactly one Owner. Permissions cannot be modified.
Admin — Full access to all features except billing management. Admin permissions are fixed and cannot be modified.
Member — Access to core CRM features like leads, projects, and tasks. You control which additional features they can use — including whether they have access to smart documents — and whether they can view all projects or only the projects they are assigned to.
Bookkeeper — Read-only access by default. You can further restrict which sections they can view.
Custom Roles (Elite plan) — Named roles you create to reflect your team structure (e.g. "PR Team", "Accountant", "Second Shooter"). Custom roles have the same permission range as Member — you give them a name that makes sense for your business, then customize exactly which features they can access. You can create up to 25 custom roles.

How to invite a team member

In the left sidebar, navigate to Account to open your account settings.
Click Team in the Account settings sidebar. This takes you to the Team Members page.
Click Invite Team Member in the Team section header.
In the Invite Team Member modal, enter the team member's Email address.
Select their Role from the dropdown. The built-in options are:
- Admin — Full access except billing
- Member — Customizable access
- Bookkeeper — Read-only access
Any custom roles you have created also appear in the dropdown.
Click Send Invitation.
The Invitation Sent confirmation appears. An email has been sent to your team member. You can also click Copy Link to share the invite link directly — useful as a backup if the email is delayed.
Click Done to close the modal.

How to manage pending invitations

After sending an invitation, you can track it under Account > Team by clicking the Invitations tab in the Team sub-navigation.

The Team Invitations page has two tabs:

Pending — Invitations that haven't been accepted yet. You can search by email, cancel individual invitations, or extend their expiry date.
Accepted — Members who have accepted their invitation and joined your team.

To cancel all outstanding invitations at once, click Delete All and confirm with Delete All Invitations.

How to view and manage active team members

The Team Members page lists all current and deactivated members. Use the search bar (Search by name or email...) to find anyone quickly. The list shows each person's name, email address, role badge, and status.

As the Owner, you can take the following actions on any team member from the actions dropdown in their row:

Change Role — Switch between Admin, Member, Bookkeeper, or any custom role at any time. Changes take effect immediately.
Deactivate — Suspend their access without removing them from your account. Deactivated members retain all their history and can be reactivated later.
Activate — Restore access for a previously deactivated member.

How to configure permissions

The Team Permissions page gives you granular control over exactly which features each role can access. Navigate to Account > Team and click the Permissions tab in the Team sub-navigation.

The permissions page uses a tab-based layout. The built-in tabs are:

Member — Editable. Configure feature-level access and project scope.
Bookkeeper — Editable. Disable view access for specific features to further restrict what they can see.
Admin — View-only. Tooltip reads: View only — Admin permissions are fixed.
Owner — View-only. Tooltip reads: View only — Owner has full access to everything.

Any custom roles you create appear as additional tabs after the built-in four, sorted alphabetically. Each custom role tab is fully editable, just like Member.

To configure permissions:

Navigate to Account > Team and click the Permissions tab.
Select the tab for the role you want to configure — Member, Bookkeeper, or any custom role.
Toggle feature-level access on or off within each feature group. Permissions are organized by area — for example, Leads, Projects, Smart Documents, and Payments. Smart document access can be fully enabled or disabled independently of other features.
For Member and custom roles, set the project scope: choose whether that role can see All projects or only projects they are explicitly assigned to (Only assigned projects).
Click Save Changes when done. To revert unsaved edits, click Discard.

When you enable a parent permission, Wedy Pro may automatically enable any required dependency permissions at a minimum read level so that the feature works correctly. For example, enabling smart document templates or line items automatically requires smart document access to be enabled. Conversely, if you disable smart document access, all related features — templates, line items, and payment access — are automatically disabled as well.

How to create a custom role

Custom roles let you name your roles to match how your team actually works — "Second Shooter", "Lead Coordinator", "PR Team", or anything else that makes sense for your business. Each custom role starts with the same permissions as Member and can be fully customized from there.

Navigate to Account > Team and click the Permissions tab.
Click the Create Role button to the right of the role tabs.
In the Create Custom Role modal, enter a Role name. Names can include letters, numbers, spaces, hyphens, and ampersands (e.g. "PR Team", "Day-Of Staff", "Finance & Ops").
Click Create Role.
The new role tab appears. Customize its permissions just like you would for the Member role — toggle features on or off and set the project scope.
Click Save Changes to apply.

Once created, the role immediately becomes available in the role dropdown when inviting new members or changing an existing member's role.

How to delete a custom role

If a custom role is no longer needed, you can delete it permanently from the Permissions page. Deleting a role removes its name and all its permission settings — this action cannot be undone.

Navigate to Account > Team > Permissions and select the custom role tab you want to remove.
Scroll to the bottom of the page and click Delete Role.
In the confirmation dialog, click Delete Role to confirm.

Important: You cannot delete a custom role while any team members are assigned to it — including active, invited, or deactivated members. If you see an error when attempting to delete, go to the Team Members page and reassign or remove all members currently using that role first, then return to delete it.

Tips for managing your team

Configure permissions before inviting. Set up your Member, Bookkeeper, and custom role permissions before sending any invitations. New members inherit the current role settings the moment they join.
Use custom roles for distinct job functions. Instead of giving everyone the "Member" role and remembering who does what, create named roles like "Lead Coordinator" or "Second Shooter" so your team structure is immediately clear.
Use Bookkeeper for finance staff. If your accountant or bookkeeper needs to review invoices and payment history, the Bookkeeper role provides read-only access without exposing client communications or project notes.
Assign Members to projects. If you've set Members or custom roles to "Only assigned projects", add them to each relevant project from within the project itself — otherwise they'll see a locked screen when they navigate to it.
Share the invite link directly. After sending an invitation, use Copy Link from the Invitation Sent screen to share the link via message or email. This is the fastest way to onboard a new team member if they don't receive the invitation email promptly.
Deactivate rather than remove. Deactivating a team member preserves their work history in your account. Their completed tasks, notes, and activity remain intact and you can reactivate them at any time.

Frequently asked questions

How many team members can I add?

Team features are available on the Elite plan. See Manage Your Membership and Billing for details on your current plan and seat information.

Can I change a team member's role after they've already joined?

Yes. From the Team Members page, use the actions dropdown in their row to switch them between Admin, Member, Bookkeeper, or any custom role at any time. Changes take effect immediately.

A team member hasn't received their invitation email. What should I do?

Go to Account > Team > Invitations, find the pending invitation, and click the extend option to refresh its expiry. You can also share the invite link directly — it appears on the Invitation Sent confirmation screen after you send the invitation, or you can copy it from the Pending invitations list.

What happens to a deactivated team member's work?

Deactivating a member suspends their login access but preserves all their work — tasks, notes, and project activity — in your account. Nothing is deleted. You can reactivate them at any time from the Team Members page.

Can a Member see all my client projects?

It depends on your permission settings. In Team Permissions, you can set the Member role's project scope to All projects (sees everything) or Only assigned projects (sees only projects they've been explicitly added to). The same applies to custom roles — each has its own project scope setting. Owners and Admins always have full access to all projects.

Can a Bookkeeper make changes to documents or invoices?

No. Bookkeepers have read-only access by default — they can view but not edit. You can use the Team Permissions page to further restrict which sections they can even view if needed.

Can I have multiple Admins?

Yes. You can assign the Admin role to as many team members as needed. Admins have full access to all features except billing management.

What is the difference between a custom role and the Member role?

Custom roles work exactly like the Member role in terms of what permissions are available — the same toggles and project scope options apply. The difference is organizational: custom roles let you name distinct permission sets for different job functions. For example, you could have a "Lead Coordinator" role with access to leads and projects but not payments, and a "Finance" role with access to payments but not smart documents.

Why can't I delete a custom role?

You cannot delete a custom role while team members are still assigned to it. This includes active members, pending invitations, and deactivated members. Go to the Team Members page, reassign everyone currently on that role to a different role, then return to Permissions to delete it.

How many custom roles can I create?

You can create up to 25 custom roles per account.