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Documentation Index

Fetch the complete documentation index at: https://docs.testfactors.com/llms.txt

Use this file to discover all available pages before exploring further.

This is the most common admin task. If you’re an Org Admin, Client Manager, or Project Manager, you’ll use this module weekly to bring new teammates onto projects.

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What this module does

TestFactors organizes access in a hierarchy: Organization → Client → Project. People (called members) join at one or more of these levels with a role that determines what they can do. A few key ideas:
  1. Membership is per-scope — you can be an Org Admin on Org A and just a Tester on a Project under Org B. They’re independent.
  2. Authority cascades down — an Org Admin automatically has Admin rights on every Client and every Project under that Org.
  3. Authority never cascades up — a Tester on Project X cannot see anything about the parent Client or Org.
  4. Invitations work for any email — invite people who don’t have TestFactors accounts yet; they get an email and accept on first sign-in.
This module is where you do all of that.

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The role system

TestFactors has a rich role catalog — but you’ll usually only use a handful. Here’s the cheat sheet:
RoleWhere it livesWhat it does
Platform AdminWhole platformManages the entire TestFactors deployment. Very rare — usually 1–3 people per company.
Org AdminOrganizationFull administrator of an organization. Manages settings, billing context, all clients/projects under it.
Client ManagerClientManages a client and everything under it. Day-to-day decision-maker for one client.
Project ManagerProjectManages one project: members, scope, cycles, settings.
Test ManagerClient or ProjectOwns the testing strategy. Approves scenarios/test cases, assigns executions, owns defect triage.
Test CoordinatorClient or ProjectDay-to-day testing operations. Assigns scripts, tracks progress, signs off cycles.
Module Process OwnerClient or ProjectSubject-matter expert for one SF module (e.g. Comp lead, EC lead). Reviews and approves module-scoped work.
TesterClient or ProjectExecutes assigned test scripts. Logs defects. Proposes test cases.
Developer / Consulting DeveloperClient or ProjectFixes defects, verifies tests against code. Read-only access to most other things.
Support StaffOrg / Client / ProjectRead-only with light editing on some surfaces. Good for sponsors, observers, finance.
ViewerOrg / Client / ProjectRead-only across everything in scope.
Don’t memorize the whole list. For 95% of cases you’ll use: Project Manager, Test Coordinator, Tester, Developer, and Viewer. Reach for the others only when you need them.

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Authority ranking (briefly)

Roles have a rank (0–100). A role with rank X can manage members of rank X or lower. You cannot promote someone to a role higher than your own — TestFactors prevents this server-side.
RoleRank
Platform Admin100
Org Admin80
Client Manager70
Project Manager60
Test Manager50
Support Staff40
Developer / Consulting Developer30
Tester / Test Coordinator / Module Process Owner20
Viewer0
You’ll see this ranking respected automatically — the role dropdown won’t show options above your authority.

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Step-by-step: invite a teammate to a project

1

Open the project you want to invite into

Navigate to the project. Bottom-left → Settings → Members.
Project Members page
2

Click + Add Member

Top-right of the Members table. A side panel opens.
3

Enter their email and pick a role

Two fields:
  • Email — the email of the person to invite
  • Role — pick from the dropdown (Tester, Developer, Test Coordinator, etc.)
Add member panel
The role you pick should match what they’ll actually do — not their job title elsewhere. A senior consultant who’s just observing this project should be Viewer, not Project Manager.
4

Click Invite

Two outcomes:
  • Email matches an existing TestFactors user → they’re added immediately to the project; they’ll see it on their next login.
  • Email is brand new → an invitation is sent. They click the link in the email, sign up (or sign in if they already have a Testfactors account on a different email), and are added automatically.
Either way, you see a confirmation.
Invite confirmation

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Changing someone’s role

1

Find them in the Members list

Project Settings → Members. Each row shows name, email, current role, and join date.
2

Click the role dropdown

The role column is editable inline. Pick the new role.
Change role dropdown
3

Confirm if prompted

For role demotions, you may see a confirmation. For promotions up to your own authority, the change is immediate.If you try to promote someone above your own rank, you’ll see an error: “You can’t grant a role higher than your own.” This is by design.

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Removing a member

1

Find them in the Members list

Same place as above.
2

Click the ⋮ menu → Remove

A confirmation dialog asks if you’re sure.
Remove member
3

Confirm

The member loses access to this project immediately. Their historical activity remains — test executions they ran, defects they logged, comments they made all stay attributed to them. They just can’t take new actions.
If you’re the only admin on a project, you can’t remove yourself. Promote someone else to admin first.

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Pending invitations

Invitations to email addresses that aren’t TestFactors users yet show as Pending in the Members list. For each pending invitation you can:
  • Resend the invitation email (useful if it went to spam or was missed)
  • Revoke the invitation (the link in the original email stops working)
  • Copy the invite link to share via Slack/Teams
Pending invitations
Invitations expire after 14 days. Expired invitations need to be re-sent; the original link can’t be re-used.

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Managing access at higher scopes

The same pattern works at Client and Organization scope:
  • Client members → Client Settings → Members. Granted users see every Project under that Client.
  • Org members → Org Settings → Members. Granted users see every Client and every Project under that Org.
Use the higher scopes for:
  • Org Admin — your TestFactors champion who owns the platform for your company
  • Client Manager — the lead for one customer engagement (often consulting firms have one per client)
  • Support Staff at Org scope — your finance person who needs read access but no editing
Org members

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The People panel — see who has access to what

The People panel shows the full access tree for a specific person across your visible scope. Use it for:
  • Auditing access — “Where exactly does Maria have access?”
  • Bulk assignment — assign her to multiple projects at once
  • Quick removal — see and revoke all her access in one place
1

Find the person

Org Settings → People (or click anyone’s avatar from any members list).
2

View the tree

You see a tree:
Acme (Org Admin)
├── Acme Q2 Implementation (inherited)
│   ├── Project Alpha (Project Manager)
│   └── Project Beta — no membership [+ Assign]
└── Acme Compensation Refresh (Client Manager)
    ├── Project Comp-1 (inherited)
    └── Project Comp-2 (inherited)
”+ Assign” appears next to any scope where you have authority to add them.
People panel
3

Click + Assign on any unassigned node

Pick a role from the dropdown. The membership is created immediately.

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Tips

Default new members to Tester or Viewer

Easy to upgrade later if they need more. Easy to demote causes friction.

Avoid Project Manager for everyone

A project with 5 Project Managers and 0 Testers gets nothing done. One PM per project is usually right.

Use Org-scope membership for cross-project people

Your QA director shouldn’t be invited 12 times to 12 projects — one Org Admin or Org Support Staff membership covers everything.

Review access quarterly

Half-yearly audit: open each project’s Members list, remove anyone no longer involved. Stale access is a security risk.

Resend invitations after 3 days

Most are missed because of spam filters or busy inboxes. A friendly resend works wonders.

Don't role-cheat

Giving someone Project Manager because “Tester doesn’t let them see defects” is wrong — Testers can see defects. Talk to your TestFactors champion if a role feels too restrictive.

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Troubleshooting

The role is higher than your own rank. You can’t grant roles above your authority. Two options:
  1. Ask someone with higher authority (Client Manager or Org Admin) to make the assignment
  2. Pick a lower role that gets the person started; they can be promoted later
Just invite them again with the same email. They’re added back immediately with the role you pick. Their historical contributions are preserved — nothing was deleted.
Click Resend to generate a fresh invitation (new 14-day expiry). The recipient gets a new email; the old link stops working.
Today it’s one-at-a-time in the UI. For larger onboarding (10+ people), ask your Admin — they have access to a bulk import via the API. Otherwise, the People panel makes one-at-a-time fast.
By design — leaves the project without an admin. Promote someone else to Project Manager first, then you can leave.
Three checks:
  1. Are they a member of the same project/client/org? Check Members list.
  2. Is their role sufficient? Compare with the role table at the top of this guide.
  3. Is their membership Active? Sometimes memberships get deactivated — toggle in the People panel.
Edit the member row → Deactivate (instead of Remove). They lose access immediately but their row stays in the Members list with an inactive badge. Reactivate any time.

Settings

Configure org/client/project-level preferences your members will work with.

Quickstart

Onboarding a new teammate? Send them the Quickstart guide first.

Test Execution

Assigned executions show up here once you’ve invited testers.

Defects

Defect routing rules use membership info — keep memberships accurate.