Invite teammates, assign roles, and manage permissions across your TestFactors workspace to control who can view, edit, and approve work.
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.
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:
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.
Authority cascades down — an Org Admin automatically has Admin rights on every Client and every Project under that Org.
Authority never cascades up — a Tester on Project X cannot see anything about the parent Client or Org.
Invitations work for any email — invite people who don’t have TestFactors accounts yet; they get an email and accept on first sign-in.
Day-to-day testing operations. Assigns scripts, tracks progress, signs off cycles.
Module Process Owner
Client or Project
Subject-matter expert for one SF module (e.g. Comp lead, EC lead). Reviews and approves module-scoped work.
Tester
Client or Project
Executes assigned test scripts. Logs defects. Proposes test cases.
Developer / Consulting Developer
Client or Project
Fixes defects, verifies tests against code. Read-only access to most other things.
Support Staff
Org / Client / Project
Read-only with light editing on some surfaces. Good for sponsors, observers, finance.
Viewer
Org / Client / Project
Read-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.
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.
Role
Rank
Platform Admin
100
Org Admin
80
Client Manager
70
Project Manager
60
Test Manager
50
Support Staff
40
Developer / Consulting Developer
30
Tester / Test Coordinator / Module Process Owner
20
Viewer
0
You’ll see this ranking respected automatically — the role dropdown won’t show options above your authority.
Navigate to the project. Bottom-left → Settings → Members.
Project Settings page with Members tab selected showing current members and pending invitations.
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 with email and role fields and an Invite button.
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.
Confirmation toast: 'Maria Garcia added as Tester' or 'Invitation sent to [email protected]'.
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.
Member row with role dropdown open showing all valid role options.
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.
Member row with action menu open showing the Remove option in red.
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.
Easy to upgrade later if they need more. Demoting 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.
The role is higher than your own rank. You can’t grant roles above your authority. Two options:
Ask someone with higher authority (Client Manager or Org Admin) to make the assignment
Pick a lower role that gets the person started; they can be promoted later
I removed someone, then realized I shouldn't have
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.
My invitation says 'Expired'
Click Resend to generate a fresh invitation (new 14-day expiry). The recipient gets a new email; the old link stops working.
I want to bulk-add people from a CSV
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.
I'm the only admin on this project and I can't remove myself
By design — leaves the project without an admin. Promote someone else to Project Manager first, then you can leave.
A teammate says they can't see something I can
Three checks:
Are they a member of the same project/client/org? Check Members list.
Is their role sufficient? Compare with the role table at the top of this guide.
Is their membership Active? Sometimes memberships get deactivated — toggle in the People panel.
I want to revoke access without removing membership history
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.
