The Complete Guide to Teams and Collaborators on Wallxy

Architecture is never a solo job. From junior draftsmen uploading drawings to structural consultants reviewing plans, from site supervisors tracking tasks to clients viewing final renders — every person involved in a project needs the right access, at the right level, at the right time.

Wallxy's Team and Collaborators engine gives you enterprise-grade control over who can see, upload, manage, and modify every part of your workspace — without needing a separate HR tool or access management system.

Here is exactly how to build and manage your team on Wallxy.

📩 Part 1 — Inviting Team Members

There are three ways to bring someone into your Wallxy workspace.

Method 1 — Invite by Email

1. Navigate to Team Management from your Company Dashboard

2. Click the "+ Invite" button

3. Type the person's email address

4. Select their role (Contributor, Viewer, or Moderator)

5. Click Send Invitation

They receive a secure email with a link to join your firm's workspace. You can see the status of every invitation — Pending, Clicked, Joined, or Expired — from the Invites tab in Team Management.

You can also Resend or Cancel any pending invitation from the same screen.

Method 2 — Search and Invite Within Wallxy

If the person you want to invite already has a Wallxy account, you can find and invite them directly:

1. Click "+ Invite" → the invite modal opens

2. Type their name or email in the search bar

3. Wallxy searches existing users in real time

4. Click Invite on the correct profile

The person receives an in-app notification and the invitation appears in their dashboard — no email required.

The search shows whether each person is already a team member, has a pending invitation, or is available to invite.

Method 3 — Share an Invite Link

Generate a universal invite link for your workspace — useful for quickly onboarding multiple people or sharing via WhatsApp.

1. Click "+ Invite" → invite modal opens

2. Scroll to the Invite Link section

3. Click Generate Link

4. Copy the link and share it via any channel — WhatsApp, email, or message

Anyone who opens the link can join your workspace. You can Revoke the link at any time to stop new joiners — previously joined members are not affected.

🛡️ Part 2 — The 5 Access Roles

When you invite someone or update a team member, you assign them one of five roles. Each role has a specific, code-defined set of permissions — not a general description, but exact capabilities.

👑 Admin

Full unrestricted access — every capability.

Admin can modify any member's role — including other Admins.

Best for: Principals, founding partners, firm owners.

🤝 Company Partner

Same permissions as Admin — with one difference.

Company Partners have identical capabilities to Admin in all areas. The only restriction: a Company Partner cannot modify or remove an Admin. Every other role is within their authority.

Best for: Co-founders, equity partners, senior leadership who share full operational responsibility.

🗂️ Moderator

Project and team coordination — no admin control.

Best for: Senior architects, project leads, project managers who coordinate teams and assign work but should not have billing or admin access.

✏️ Contributor

Working access — upload and collaborate.

Best for: Junior architects, draftsmen, MEP draughtsmen, site engineers — anyone doing the day-to-day drawing and documentation work.

👁️ Viewer

Read-only access — see everything, change nothing.

Best for: Clients, end-users reviewing drawings and 3D renders, external stakeholders who need visibility but no edit capability.

Changing a Member's Role

To update someone's role:

1. Find the team member in your Team Dashboard

2. Click the "Role" button next to their name

3. Select the new role from the dropdown: Contributor · Viewer · Moderator

4. Click Save

Note: Only Admin and Company Partner can change roles. Moderators, Contributors, and Viewers cannot modify other members' roles.

🏢 Part 3 — Departments

When your team grows beyond 10–15 people, a flat list becomes hard to manage. Wallxy's Departments feature lets you group team members by function — keeping your workspace organised as the firm scales.

Creating a Department

1. Go to Team Management → click "New Department"

2. Enter the department name and a short description

3. Add team members to the department

4. Click Save

Example departments:

• Architecture & Design

• MEP Engineers

• Interiors Team

• Site Supervisors

• Client Relations

Assigning Departments to Projects

Once departments exist, you can assign an entire department to a specific project — instead of selecting individual members one by one.

This means:

• Your MEP team only sees MEP projects

• Your interiors team only sees interior fit-out work

• A client only sees their own project — not every project in your workspace

Project-specific access prevents information overload and keeps sensitive project data visible only to the people who need it.

⚡ Part 4 — Enterprise Features

Bulk Actions

Need to update roles or remove multiple members at once?

1. Select members using the checkboxes in the team list

2. The Bulk Toolbar appears at the top

3. Choose Update Role or Remove Members

4. Confirm the action

A confirmation dialog appears before any bulk removal — no accidental deletions.

CSV Team Import

Have a large team to onboard? Skip manual entry entirely.

1. Click "Import Team" from Team Management

2. Format your CSV file — one person per line:

email,role
john@firm.com,Contributor
priya@firm.com,Moderator
rajan@client.com,Viewer

3. Upload the CSV file

4. Wallxy sends invitations to every valid email instantly

The import results screen shows how many were successfully invited and flags any errors — invalid emails, duplicate entries, or invalid role names.

Audit Logs

Every action taken by every team member is recorded in the Team Audit Log — a complete, timestamped paper trail.

What is tracked:

• Member invited / joined / removed

• Role changed — who changed it, from what, to what

• Project assignment changes

• Invitation sent / cancelled / resended

How to access:

1. Go to Team Management

2. Click "Audit Log"

3. Filter by action type, date range, or specific member

Use Audit Logs when you need to know: who removed a file, who changed a deadline, or when a specific member joined the team.

Role Requests

A Contributor who temporarily needs higher access — to assign a task or manage a project for a week — can request a role upgrade without the Admin needing to proactively change it.

For Contributors:

1. Click "Request Role" from your profile

2. Select the role needed and add a reason

3. The request is sent to Admin/Company Partner for approval

For Admins:

1. A notification appears for a pending role request

2. Click Approve or Decline in one click

This creates a controlled, documented flow for temporary access escalation — no informal WhatsApp requests for permissions.

🔄 Real-Time Team Notifications

Wallxy uses Firebase real-time sync for team events. When a team member is added, removed, or changes role, relevant team members see the update instantly — without refreshing the page.

Real-time events tracked:

• "[Name] was added to the team"

• "[Name] left the team"

• Role changes and project assignments

The Team Your Practice Deserves

The most expensive mistake in Indian architecture firms is not a bad project — it is the wrong person having the wrong access at the wrong time. A client accidentally seeing internal billing notes. A junior architect deleting a drawing they should not have touched. A contractor seeing every project in the workspace when they should only see one.

Wallxy's role system, department grouping, and audit trail eliminate these risks entirely — giving you the clarity and control that professional architectural practice demands.

Related Link

Build Your Architecture Team on Wallxy

Five access roles, departments, project assignment, CSV import, audit logs — enterprise team management inside your architecture workspace. Free plan available.

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