Team Settings

Introduction

Each Workspace has a single Owner, but you can add as many Users as needed. Users are assigned roles to manage their permissions, and Teams control which sites they can open.

Teams in AAArdvark help you control which users can access specific sites within your Workspace.

For example, agencies can grant clients access to their own sites while keeping other sites private. Teams are also ideal for organizing multiple development groups, ensuring they only see the sites they manage.

To manage teams and users, click your name in the top-right corner of the AAArdvark interface, click Manage Workspace, and then choose:

• Teams to create teams and manage which users and sites are on each one.
• Users to invite new users, manage pending invitations, and change roles or remove users.

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What are Teams?

Teams link Users to specific Sites. Accessibility Testers, Developers, and Clients can only open the sites on their Teams.

Administrators and Project Managers don’t need a Team. Their role already lets them open every site in the Workspace, as does the Workspace Owner.

Example: An Agency Granting Client Access to Their Sites

1. Create a Team: Name it something descriptive, like “XYZ Client”.
2. Add Sites to the Team: Add the client’s sites to the Team.
3. Invite the client: When you invite them with the Client role, pick the “XYZ Client” Team on the invite form. If they’re already in the Workspace, add them to the Team from the Team screen instead.

Result: Clients will only see the sites assigned to their Team, ensuring secure and organized access.

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Add a Team

Tip: Create your Teams and add your sites before inviting users, so you can pick each person’s Teams on the invite form.

1. Go to Manage Workspace > Teams and click Create New Team.
2. Enter a descriptive Team Name to identify the group (e.g., “Design Team” or “Client XYZ”).
3. Click Save. The new Team’s screen opens.

Next steps, from the Team’s screen:

• Click Add Sites and search for the sites this Team can reach.
• Click Add Users and search for users already in your Workspace. To bring in someone new, click Invite New User.

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Manage Teams

Who Can Manage Teams?

Only users with the following roles can create, edit, and delete Teams:

• Owner
• Administrator
• Project Manager

Accessibility Testers can view Teams but can’t change them.

The Workspace Teams List

Go to Manage Workspace > Teams to see every Team in your Workspace, with its users, sites, and when it was last updated. Use the All Teams, All Users, and All Sites filters to narrow the list, for example to find every Team a particular user is on.

Click a Team to open it, or use the actions menu at the end of its row to View team or Delete team.

How to Manage a Team

Open a Team from the Teams list. From its screen, you can:

• Add users with Add Users and sites with Add Sites. Both panels have a search box.
• Remove a user or site with Remove from team.
• Rename the Team with the edit icon next to its name.
• Delete the Team from the actions (⋮) menu. You’ll type the Team’s name to confirm.

Users who have been invited but haven’t accepted yet also appear on the Team, marked Pending, with the note “Joins this team when they accept.” You can add or remove them before they accept.

Important: Deleting a Team removes its members’ access to the Team’s sites, unless they can still reach a site through another Team or their role.

See Which Teams Can Open a Site

Each site has its own Teams screen. Open the site and click Teams in the left sidebar. Here you can:

• See every Team the site is on, and add it to another with Add to a team.
• Remove the site from a Team. AAArdvark tells you how many users would lose access first.
• See every user who can open the site, and whether they get access through a Team or through their role.

If a site isn’t on any Team, only the Workspace Owner, Administrators, and Project Managers can open it.

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Add Users to Workspace

AAArdvark doesn’t limit the number of users you can add. New users will receive an email invitation to AAArdvark.

Users could include a variety of different people, including:

• Clients
• Developers or Remediators
• Co-Workers
• QA Team
• Other Auditors

How to Invite a User

1. Go to Manage Workspace > Users.
2. Under Add User, enter the person’s Email.
3. Choose a Role (see User Roles below).
4. For Accessibility Tester, Developer, and Client roles, pick at least one Team under Teams. These roles can only see sites through a Team, so the Team is required. Administrator and Project Manager invites don’t show the Teams picker, since those roles can already open every site.
5. Click Add.

A few things to know about the Teams picker:

• If your Workspace doesn’t have any Teams yet, you can’t send an Accessibility Tester, Developer, or Client invite. Click Create a team, set it up, and then come back to send the invite. Administrator and Project Manager invites still go through.
• If none of the Teams you picked have sites yet, you’ll see a heads-up that the person won’t see any sites. The invite still goes out, and they’ll see sites as soon as one is added to their Team.

Pending Invitations

Invitations that haven’t been accepted yet appear under Pending Workspace Invitations on the Users page, with each person’s role and Teams.

• Click Edit to change the role or Teams before they accept. If you change the role to one that needs a Team (for example, from Administrator to Developer), you’ll need to pick at least one Team.
• Click Cancel to withdraw the invitation.

If an invited user wants to set up and manage their own Workspace, they can sign up with the same email address and password. AAArdvark adds a Workspace they own to their existing account.

User Roles

When adding a new User to your Workspace, you’ll also need to select a User Role to assign them. The Role will determine their level of access and permissions within your Workspace.

• Owner
  • All permissions, including managing billing, workspace plan updates, and account cancellation.
• Administrator
  • All permissions except managing billing, workspace plan updates, and account cancellation.
• Project Manager
  • Assign, comment, and update the status of Issues.
  • Invite anyone except Administrators to the Workspace.
  • Manage Teams.
  • Add, update, and delete all Sites, Pages, and Integrations.
  • Update Page statuses and assign Pages for manual testing.
  • Update Roles and remove Users, except Administrators.
  • Start automatic and manual Scans.
  • Access, manage, and create Site Tags.
  • Access, edit, delete, and create Custom Manual Issues.
• Accessibility Tester
  • Assign, create, comment on, and update the status of Issues.
  • Update Sites.
  • Add, update, and delete Pages.
  • Update Page statuses and assign Pages for manual testing.
  • Start automatic and manual Scans.
  • Review and resolve Manual Issues.
  • Access, manage, and create Site Tags.
  • Access, edit, delete, and create Custom Manual Issues.
• Developer
  • Assign, comment, and update the status of Issues.
  • Add, update, and delete Pages and Integrations.
  • Update Sites.
  • Start automatic and manual Scans.
• Client
  • View Dashboard and Download Reports.
  • Assign, comment, and update the status of Issues.

The User Role does not change across Teams. A user’s permission level is the same on every site they can open.

User Requesting Access

If a user joins the Workspace but can’t open any sites yet (they aren’t on a Team, or their Teams don’t have any sites), their dashboard shows a Notify Admin button, which emails the Workspace Owner.

The Owner can click Add to a team in that email to open the Teams page, then add the user to a Team.

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Manage Users

Go to Manage Workspace > Users to see everyone in your Workspace. Use the All Users, All Roles, and All Teams filters to narrow the list.

Use the actions menu at the end of a user’s row to:

• Change Role
  1. Click Change Role.
  2. A pop-up will appear with the role options.
  3. Choose the new role and click Save.
• Remove User
  1. Click Remove User.
  2. A pop-up will appear to confirm the removal.
  3. Click Remove User to confirm.

Note: You can’t change an Administrator or Project Manager to the Accessibility Tester, Developer, or Client role while they aren’t on any Team, since those roles can only see sites through a Team. Add them to a Team first, then change the role.

The User’s Page

Click a user in the list to open their page. It shows their role, the Teams they’re on, and Site Access: every site they can open and how they get access to it. From here, you can change their role, remove them from a Team, or remove them from the Workspace.

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Transferring Workspace Account Ownership

To transfer ownership of a Workspace, follow these steps:

1. Add the new owner as an administrator to the Workspace.
2. The current Workspace Owner should send a support request to AAArdvark’s support team, including the email address of the new owner and a confirmation statement authorizing the transfer.
3. Once the request is processed, the new user will become the Workspace Owner, and the previous Workspace Owner will automatically be assigned the Administrator role.
4. If the previous Workspace Owner no longer requires access to the account, they can delete their user account after the transfer is complete.

Note: Account ownership changes are processed by our support team and should usually be completed within one business day. For security purposes, additional verification may be required before completing the transfer.

The new owner must already be a member of the Workspace and can’t already own another AAArdvark Workspace, since each user can own only one.

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Book A Meeting

The first time you start a scan, AAArdvark may ask about your job in a Tell Us About You pop-up. This is your profession, not your Workspace role. If you choose Website Owner, Project Manager, Content Creator, or Other, the pop-up offers Book a meeting so you can book a short call about your website’s accessibility needs. This is helpful if you’re unsure how to get started with accessibility.

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Related Guides

• 

  Changing a Site’s URL

• 

  Trend Report

• 

  Understanding Your Accessibility Score

• 

  Getting Started

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