Who sees what. The access model

Projects can be shared with teams and individual people. Access also applies to their tasks and sub-projects.

• Organization admin can access all organization projects and settings, including users, billing, teams and labels.
• Team leader manages the team and its members. Leadership alone grants no project access.
• Project Viewer reads the project and tasks without editing.
• Project User creates and edits tasks, comments, attaches files and plans work.
• Project Lead manages that project, its settings, sharing and sub-projects.

In project settings, Project access groups grants under Teams and Users. Use Add team or user to add individual people or teams. Team grants can be User or Viewer. New team members receive the grant; removing a member removes that source of access.

The strongest applicable role wins. A Viewer team grant does not reduce an individual User grant. Removing one grant leaves access through other teams, individual grants or organization administration intact.

Only organization admins and the named project lead can manage sharing and invitations. Renaming, archiving, deleting or changing project settings also requires Lead access, which organization admins have.

Each project and sub-project has one named lead. Choosing a new lead changes the outgoing lead to User. An active guest with access to the project can become its lead.

Parent User and Viewer grants apply to sub-projects at the same level. The parent lead has User access to a sub-project with a different lead. A stronger grant on the sub-project takes precedence. Access granted only to a sub-project makes its parent visible for read-only navigation, without opening sibling projects.

New project asks for a name, lead and optional team or individual shares. New sub-project asks for a lead; add optional shares in its settings.

An organization-level Viewer role (User roles) limits all project access to reading, even if the person has a stronger project role. It does not make unshared projects visible. Viewers can open tasks and roadmap bars, but cannot drag them or use editing and creation controls.

Unshared projects are absent from navigation, search, pickers and feeds. Direct links do not open them. For organization admins and users, capacity views count hidden work anonymously under Other projects. Guests and organization Viewers receive workload only for tasks they can access or own; they cannot see other people's hidden workload.

Organization admins add people through Organization → Users. There is no purchased-seat limit on adding or reactivating users. Billing counts active users at renewal, including pending invitations (Billing and free access). Signing up does not let someone join your organization without an invitation.

People outside your organization#

Invite a guest by email in project settings, choosing Viewer or User. An organization admin or the named project lead can later make them Lead. Guests receive access to that project and its sub-projects, subject to their role.

Guests can see the organization's name, people's names and email addresses, and shared labels needed for collaboration. A guest with User access can work on tasks, comments, attachments, milestones and plans, and apply labels. Guests cannot manage the label list, join teams, create top-level projects, or open Organization settings or billing. They appear in the separate Guests list.

An invitation waits until the person signs in with its email address. Existing users see the project on their next visit, without a second account or acceptance step. Shared projects appear in their sidebar under the inviting organization's name, alongside their own work. Revoking access removes the project unless another grant still gives access.

An active guest is billable to the inviting organization only if they have no active membership in a home organization. Qivo matches by email, including before signup. If they have no active home membership, each inviting organization counts them. Billing lists billable and non-billable people without showing their other organization's identity or membership details.

If you sign up without an invitation, Qivo offers to create your own organization. You become its first admin, with an initial team. Invitations to other organizations then add guest access alongside your home organization.