Users, Roles & Permissions

Workspace roles

Every person added to a workspace has a role. Their role determines which locations, tools, and settings they can access.

Owner

The Owner has full access to the workspace, including users, permissions, billing, and workspace settings.

There is only one Owner per workspace. The Owner cannot be removed, and their role cannot be changed from within Ranksphere.

This role is intended for the person who owns or manages the Ranksphere account.

Admin

Admins can manage most areas of the workspace, including all locations, team members, and workspace settings.

Billing is hidden from Admins by default. The Owner can give them billing access from Settings → Permissions.

This role is suitable for trusted managers or team leads who help manage the workspace.

Member

Members can work on the locations shared with them. Depending on their permissions, they can use features such as rankings, reviews, Google Posts, citations, and reports.

Members cannot manage the team, workspace settings, or billing.

This role is suitable for team members handling the day-to-day work for selected locations.

Guest

Guests have limited access to the locations shared with them. By default, they can view information but cannot make changes.

This role is suitable for clients or other people who only need to review progress.

Location access

Workspace Owners and Admins can access every location in the workspace.

Members and Guests only see the locations shared with them. Their location access can be changed at any time from Settings → Users.

Removing access to a location does not remove the person from the workspace. They will still be able to access any other locations shared with them.

Team seats

Each person with access to the workspace uses one team seat, including Owners, Admins, Members, and Guests.

The number of seats included depends on your plan:

• Free trial — 1 seat
• Starter — 2 seats
• Growth — 5 seats
• Agency — 15 seats

A pending invitation also uses a seat until the invitation is accepted or cancelled.

Inviting additional users is not available during the free trial because the included seat is used by the Workspace Owner.

Paid plans can add more seats for $5 per seat each month. You can also move to a larger plan when you need more included seats.

Invite someone to your workspace

1. Go to Settings → Users.
2. Select Invite new user.
3. Enter the person’s email address.
4. Choose their role: Admin, Member, or Guest.
5. For a Member or Guest, select the locations they can access.
6. Select Send invite.

The invitation email includes a link that is valid for seven days.

When the person already has a Ranksphere account, they can sign in and join the workspace. New users will be asked to create an account first.

Manage your team

Go to Settings → Users to see everyone who has access to the workspace.

Open the menu beside a user to:

• Change their role
• Update their location access
• Remove them from the workspace

Location access is only shown for Members and Guests because Owners and Admins can access every location.

Pending invitations appear in a separate section. From there, you can resend or cancel an invitation. Cancelling a pending invitation releases the seat it was using.

Adjust role permissions

The default permissions are designed to work for most teams, but Owners and Admins can adjust them from:

Settings → Permissions

Permissions are organized by feature, with separate settings for Admins, Members, and Guests. You can allow or restrict specific actions for each role.

A permission change applies to everyone with that role across the workspace.

The Owner always has full access, so there is no separate Owner permissions column.

Common changes include:

• Giving Admins access to billing
• Allowing Guests to view additional workspace features
• Restricting certain actions for Members
• Giving a role permission to use a specific tool

Only Workspace Owners and Admins can open and manage the Permissions page.

Team management access

Workspace Owners and Admins can:

• Invite new users
• Change user roles
• Manage location access
• Remove users
• Resend or cancel invitations
• Update role permissions

Members and Guests cannot invite people, change roles, or manage workspace users.

Billing remains available only to the Owner unless billing access is enabled for Admins from Settings → Permissions.

Common team actions

Invite a teammate

Go to Settings → Users → Invite new user. Enter their email address, choose a role, select their locations when needed, and send the invitation.

Change someone’s role

Go to Settings → Users, open the menu beside their name, and select a new role.

The Workspace Owner’s role cannot be changed.

Update location access

Go to Settings → Users, open the menu beside a Member or Guest, and select Manage location access.

Choose the locations they should be able to open and save your changes.

Remove someone from the workspace

Go to Settings → Users, open the menu beside the person’s name, and select Remove user.

Removing a user releases their team seat.

Add more team seats

Go to Settings → Billing → Add-ons and add the number of seats you need.

You can also move to a plan with a larger included team allowance.

Frequently Asked Questions

Why can’t I invite anyone?

You may be using the free trial, which includes one seat for the Workspace Owner, or all the seats included with your plan may already be in use.

Check your users and pending invitations. You can cancel an unused invitation, remove a user, add more seats, or upgrade your plan.

Do Guests use a team seat?

Yes. Every person with workspace access uses one seat, including Guests.

Pending invitations also reserve a seat until they are accepted or cancelled.

What should I do if someone did not receive their invitation?

Ask them to check their spam or junk folder.

You can also go to Settings → Users → Pending invitations and resend the invitation. Invitation links expire after seven days.

Can a workspace have more than one Owner?

No. Each workspace has one Owner.

Ownership cannot currently be changed or transferred from inside Ranksphere. Contact [support@ranksphere.io](mailto:support@ranksphere.io) if ownership needs to be transferred.

Why can’t an Admin see the Billing page?

Billing is only visible to the Workspace Owner by default.

The Owner can go to Settings → Permissions and enable billing access for Admins.

What is the difference between a Member and a Guest?

A Member can work on the locations shared with them and use the tools allowed by their permissions.

A Guest is intended for view-only access, such as allowing a client to review their location’s information.

Both roles only see the locations that have been shared with them.

Related: Account & Workspaces · Billing, Plans & Add-ons · Scan Credits