Team Management with Role-Based Access Control (RBAC)

Overview

Writesonic’s solution uses Role-Based Access Control (RBAC) to help you manage team collaboration at project levels. Whether you’re working with internal teams, external agencies, or contractors, RBAC ensures everyone has the right level of access to your AI search visibility tracking and SEO tools.

Key capabilities:

Three distinct roles (Owner, Admin, Member) with clearly defined permissions
Flexible user management with individual invite links and customizable project assignments
Secure collaboration that protects sensitive data while enabling teamwork

Understanding Roles and Permissions

RBAC is built around three roles, each designed for different levels of responsibility within your workflow.

Owner

The Owner has complete control over the entire team and all projects. This role is ideal for account administrators, team leads, or executives who need full visibility and management capabilities.

Scope: Entire team and all projects

What Owners can do:

Manage all team and project settings across the organization
Create and delete projects for different brands.
Invite new users and remove existing team members
Assign users to specific projects and control their access
Change user roles (promote Members to Admins, assign additional Owners, etc.)
Access AI Bot Analytics, AI Visibility dashboard, and other GEO features across every project

When to use this role: Assign the Owner role to senior team members responsible for overall GEO strategy, billing, and team administration. Every team has at least one Owner, and you can have multiple Owners for redundancy.

Admin

Admins have project-specific management capabilities, making this role perfect for project managers, team leads, or agency partners who need to manage users within their scope of work.

Scope: Specific projects assigned by an Owner

What Admins can do within their assigned projects:

View all users who have access to their assigned projects
Invite new users
Add existing team members to their projects (users must already be invited to the team by an Owner)
Remove users from their projects when collaboration ends
Access all GEO features and data within their assigned projects.

What Admins cannot do:

Change user roles (cannot promote Members or create new Admins)
Modify project assignments outside their designated projects
Create or delete projects
Access team-level settings or invite new users to the team
View or manage projects they’re not assigned to

When to use this role: Assign the Admin role to project managers, department heads, or trusted partners who need to manage day-to-day collaboration on specific GEO projects without full administrative access.

Member

Members have read-only access to assigned projects, ideal for stakeholders, content teams, or external consultants who need visibility into GEO performance without editing capabilities.

Scope: View-only access within assigned projects

What Members can do:

View all GEO data, dashboards, and analytics within their assigned projects
See Bot Analytics, Markets performance, Citations tracking, and sentiment analysis
Review AI search visibility trends and platform-wise performance
See which team members have access to their projects

What Members cannot do:

Make any changes to project settings or configurations
Add or remove users from projects
Modify prompts, Markets settings, or any GEO configurations
Access team-level settings
View projects they’re not assigned to

When to use this role: Assign the Member role to content creators, executives, clients, or other stakeholders who need to monitor GEO performance and insights without the ability to modify settings or manage users.

Inviting and Managing Team Members

Writesonic’s invitation system is designed to give you precise control over who accesses which projects and with what permissions.

How Invitations Work

Project-specific invites: Each invitation is created for a specific user with a defined role and project assignment. You can assign a user to one or multiple projects in a single invite.

Single invite link per user: Each user receives one unique invite link that grants access to all their assigned projects. You can copy this link multiple times without regenerating it.

Editable until acceptance: You can modify the user’s role or project assignments at any time before they accept the invitation. Once accepted, use the team management interface to make changes.

Inviting New Users (Owner Only)

Navigate to the Teams section in your GEO dashboard
Click Invite User or Add Team Member
Enter the user’s email address
Select their role: Owner, Admin, or Member
Choose which projects they should access (you can select multiple projects)
Click Send Invite to email the link, or Copy Link to share it manually

The user will receive an invitation to join your team with access to the specified projects and permissions based on their assigned role.

Managing Project Assignments

For Owners:

You can assign or reassign users to any project at any time. Simply navigate to the user’s profile in team settings and modify their project assignments.

For Admins:

Within your assigned projects, you can add existing team members or remove users. You cannot add users who haven’t been invited to the team by an Owner.

Modifying Roles and Permissions

Only Owners can change user roles. To promote a Member to Admin or assign additional Owners:

Navigate to Team Settings
Find the user you want to modify
Click on their current role and select the new role
Confirm the change

Role changes take effect immediately and apply to all projects the user is assigned to.

Setting Up Your Team

If your Writesonic plan includes team access, you can create and manage teams directly from your GEO dashboard.

Creating Your First Team

When you first access the Teams section with a compatible plan:

You’ll see an empty state with the option to Create Team
Click Create Team and enter your team/workspace name
You’ll automatically be assigned as the Owner of this team
From here, you can create projects and invite team members

Note: The Teams page and General (Workspace) tab only appear if your plan includes team access. If you’re on an individual plan and try to access team features, you’ll see an upgrade modal with information about plans that support teams.

Organizing Projects

Projects in GEO help you segment your AI search visibility tracking by brand, market, campaign, or any other structure that fits your workflow. Owners can create unlimited projects (subject to plan limits) and assign different team members to each one.

Common project structures:

By brand: Separate projects for different company brands or product lines
By market: Individual projects for different geographic markets or language combinations
By campaign: Dedicated projects for major product launches or seasonal campaigns
By department: Separate projects for different teams (e.g., SEO team, content team, product team)

Common Use Cases

Enterprise Marketing Team

Scenario: A global enterprise has multiple brands and wants to track AI search visibility across different markets while keeping data segregated.

Setup:

Create separate projects for each brand (Brand A, Brand B, Brand C)
Assign the CMO as an Owner for full oversight
Assign brand managers as Admins to their respective brand projects
Add content teams as Members to relevant brand projects for visibility
Invite regional marketing teams as Members to projects for their markets

Result: The CMO sees all data across brands, brand managers control their own projects, and team members have appropriate visibility without risk of accidental changes.

Agency Managing Multiple Clients

Scenario: A digital marketing agency uses GEO to track AI search visibility for several clients and wants to ensure data privacy between accounts.

Setup:

Create separate projects for each client
Assign the agency owner as the Owner role
Assign account managers as Admins to their specific client projects
Add junior team members as Members for analysis and reporting
Invite clients as Members to view their own project performance

Result: Each client only sees their own data, account managers control their client projects independently, and the agency owner maintains oversight.

Single Company with Contractors

Scenario: A SaaS company wants to give temporary access to an SEO consultant for a specific project without exposing other projects.

Setup:

Create a dedicated project for the consultant’s scope of work
Assign the in-house marketing director as Owner
Invite the consultant as a Member to the specific project only
Add internal team members as Admins or Members as needed

Result: The consultant has visibility into relevant data but cannot access other company projects or modify settings. When the engagement ends, simply remove them from the project.

Frequently Asked Questions (FAQs)

General Questions

Q: What plans include team access and RBAC?

A: Team access with RBAC is available on Writesonic’s Business and Enterprise plans. If you’re on an individual plan, you’ll see an upgrade option when trying to access team features.

Q: How many team members can I invite?

A: The number of team seats depends on your plan, while Enterprise plans offer custom team sizes. Check your plan details or contact sales for specific limits.

Q: Can I have multiple Owners?

A: Yes, you can assign multiple users as Owners. This is recommended for redundancy and ensures team management isn’t dependent on a single person.

Q: What happens to projects if the only Owner leaves?

A: Before an Owner leaves, they should promote another team member to Owner to ensure continuity. If your team loses all Owners, contact Writesonic support for assistance with account recovery.

Invitations and Access

Q: Can I invite someone to multiple projects with different roles?

A: No, each user has one role that applies across all their assigned projects. If someone needs Admin access to one project and Member access to another, you’ll need to choose which level of access is most appropriate or create separate team structures.

Q: What happens if I edit an invite after sending it but before the user accepts?

A: The invite link remains the same, but when the user accepts, they’ll receive the updated role and project assignments. The original invite email won’t reflect changes, so consider sending a new message if you make significant modifications.

Q: Can I revoke an invitation before it’s accepted?

A: Yes, you can delete pending invitations from the team management interface. This immediately invalidates the invite link.

Q: How long do invitation links remain valid?

A: Invitation links remain valid until accepted or manually revoked. There’s no automatic expiration, but you can delete pending invites at any time.

Q: Can invited users see pending invites or other team members before accepting?

A: No, users only see team structure and membership after accepting their invitation and logging into the GEO platform.

Permissions and Roles

Q: Can an Admin promote themselves to Owner?

A: No, only existing Owners can change user roles. This ensures proper authorization hierarchy is maintained.

Q: Can a Member export data from their assigned projects?

A: Members have view-only access, but data export capabilities depend on the specific GEO feature. Most dashboards allow Members to export reports for the projects they can view.

Q: What GEO features can Members access?

A: Members can view all GEO features within their assigned projects, including Bot Analytics, Markets data, Citations tracking, sentiment analysis, AI Search Volume, Prompt Explorer, and all dashboards. They simply cannot modify settings or manage users.

Q: Can an Admin see all team members or only users in their projects?

A: Admins can only view users who have access to their assigned projects. They cannot see the full team roster or users in projects they’re not assigned to.

Q: If I’m an Admin on one project and a Member on another, which role takes precedence?

A: RBAC doesn’t support different roles for different projects for the same user. Your role applies across all assigned projects. Consider which level of access is most appropriate for the user’s responsibilities.

Project Management

Q: Can Admins create new projects?

A: No, only Owners can create and delete projects. Admins can only manage users within their assigned existing projects.

Q: Can I move a project from one team to another?

A: Project transfers between teams aren’t currently supported. Contact Writesonic support if you need to restructure your team organization.

Q: What happens to project data if I remove all users from a project?

A: The project and all its data remain intact even if all users are removed. Owners can always access and reassign users to any project.

Q: Can I duplicate RBAC settings from one project to another?

A: Currently, you’ll need to manually assign users to each project. Bulk assignment features may be available in future updates.

Security and Data Access

Q: Can users access data from before they were added to a project?

A: Yes, once added to a project, users can view all historical data for that project based on their role permissions. RBAC controls current access, not historical data visibility.

Q: What happens to a user’s access if I downgrade my plan?

A: If you downgrade to a plan without team access, you may need to remove users or consolidate projects depending on your new plan limits. Contact support before downgrading if you have concerns about maintaining team structure.

Q: Can I see an audit log of who accessed which projects?

A: Audit logging capabilities depend on your plan. Enterprise plans typically include detailed access logs and user activity tracking. Contact your account manager for details.

Q: Is data isolated between projects?

A: Yes, project-level access control ensures users can only view data for projects they’re assigned to. Members and Admins cannot access other projects even if they exist in the same team.

Updated about 8 hours ago