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 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.
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. You control which additional features they can use, 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.
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:
Admin — Full access except billing
Member — Customizable access
Bookkeeper — Read-only access
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, and Bookkeeper at any time.
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 for Member and Bookkeeper roles
The Team Permissions page gives you granular control over exactly which features Members and Bookkeepers can access. Navigate to Account > Team and click the Permissions tab in the Team sub-navigation.
The Team Permissions page has four tabs:
Member — Editable. Configure feature-level access and project scope for this role.
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.
To configure permissions:
Navigate to Account > Team and click the Permissions tab.
Select the Member or Bookkeeper tab for the role you want to configure.
Toggle feature-level access on or off within each feature group. Permissions are organized by area (for example, Leads, Projects, Documents, Payments).
For the Member role, set the project scope: choose whether members can see All projects or only projects they are explicitly assigned to (Only assigned projects). Members set to "Only assigned projects" will see a Project Not Accessible screen if they try to open a project they haven't been added to.
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.
Tips for managing your team
Configure permissions before inviting. Set up your Member and Bookkeeper permissions before sending any invitations. New members inherit the current role settings the moment they join.
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 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 role dropdown in their row to switch them between Admin, Member, and Bookkeeper 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). 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.
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