Team and roles
All plans, including Free.
Every Portico plan includes unlimited team members at no extra cost. You pay based on how many clients you onboard, not how many people are on your team.
Roles
Each team member has one of three roles:
Role | What they can do |
|---|---|
Owner | Everything an Admin can do. Also changes roles, invites and removes Admins, and buys lifetime plans and credit packs. The person who created the workspace is the Owner. One Owner per team. |
Admin | Create, send, review, and change onboardings. Manage clients, templates, settings, integrations, and billing. Invite and remove Members. |
Member | View onboardings, responses, clients, and templates, and view the Team settings tab. Change their own password and set up two-step verification on the Security tab. Members cannot create, send, review, or edit anything in the workspace. |
When a feature is not on your plan, Members see "Ask an owner or admin to upgrade." in place of an Upgrade plan button.
Any team member can be the assignee of an onboarding, Members included. Changes to team members may ask you to sign in again first.
Every role, Members included, opens Settings > Security for their own sign-in. There each person changes their own password and sets up two-step verification. No role can change these for someone else. See Account settings.
Personal setting | Owner | Admin | Member |
|---|---|---|---|
Change your own password | Yes | Yes | Yes |
Set up or remove your own two-step verification | Yes | Yes | Yes |
Inviting members
Go to Settings > Team.
Under Invite team member, enter the address in Invite email.
Choose the Invitation role. Only the Owner can invite Admins, so Admins invite Members only.
Click Send invite.
The person receives an email from Portico with a link to join your team. The email names your team by its Team name. They must sign in with the invited email address to accept.
A person belongs to one team at a time, so accepting your invite moves them out of any other team. If they own another workspace they have set up or used, Portico refuses the invite. Settings has no option to delete a workspace or transfer ownership, so ask them to contact support@portico.run. A new workspace they never changed or used is deleted when they accept.
The invite link expires after 7 days. Open invites appear under Pending invites. Each pending invite shows whether its email is on its way or was sent. If Portico could not confirm the email, wait a few minutes and check the list again before you invite the address again. To send a fresh invite, click Cancel invite on the old one and confirm with Cancel invite. Then invite the same address again.
Changing roles
The Owner can switch a team member between Admin and Member. In Settings > Team, choose the new role in the role menu next to their name. Settings has no option to transfer ownership.
Assigning onboardings
Only Owners and Admins can assign onboardings. Assignments are visible on the onboarding list and detail pages.
When you create an onboarding — pick a team member in Assign to.
On an onboarding's page — under Assigned to in the side panel, click the assignee's name or Unassigned. It has a pencil icon. Then pick a team member.
Several at once — select rows on the Onboardings list, then choose Assign to....
These controls appear only when your team has more than one member.
Every team member can see every onboarding, assigned or not. The Onboardings list has All onboardings, My onboardings, and Unassigned tabs.
The assignee receives emails when a client completes or resubmits an onboarding. Countersignature requests and their reminders go to the assignee only when they are an Owner or Admin. For unassigned onboardings, and for countersignature requests on a Member's onboarding, these emails go to the Owner. Overdue notices always go to the Owner, whoever is assigned.
Emails to your team come from Portico, not from your firm name. That covers invites, join notices, client activity and overdue notices, countersignature requests, automation notices to team members, and messages your clients send you.
Removing members
Go to Settings > Team.
Click the X next to the member.
In Remove member?, click Remove member. Onboardings assigned to them become unassigned.
They lose access to the team immediately. Their assigned onboardings become unassigned. Onboarding data and history are not deleted.
Owners can remove Admins and Members. Admins can remove Members only. The Owner cannot be removed. Portico refuses the removal while the member has more than 200 assigned onboardings, so reassign some first.
Frequently asked questions
Are team members included in all plans?
Yes. Every plan, including Free, includes unlimited team members at no extra cost.
What roles are available?
Three roles. The Owner created the workspace and has full access. Admins run onboardings, clients, templates, settings, and billing. Members have read-only access to the workspace. Every role manages its own password and two-step verification.
Can I assign onboardings to specific team members?
Yes. Owners and Admins can assign any onboarding to a team member. The Onboardings list has tabs for your own onboardings and for unassigned ones.