TotalApp Docs
Ctrl K
EN | TR
Go to App

Team

Manage project team members, roles, and permissions across all your projects.

Overview

The Team screen is the membership management surface for the Project Management module. It shows who is on each project, what role they hold, and gives project owners the ability to invite new members, change roles, and remove members. Team membership controls who can view and edit project data across all PM sub-views (Kanban, Timeline, All Tasks, Reports).

Project-scoped membership

Team membership is per-project. A user can be a Manager on Project A and a Member (viewer) on Project B. Adjust membership separately for each project from the project selector at the top of the Team screen.

Screen preview

A quick look at the screen. Use the toggle in the corner to switch between the dark and light themes.

app.totalapp.app/projects/team-capacity
Team Capacity — June 2026
5 members · week 23
142h
Logged
118h
Billable
83%
Utilisation
J
Jamie Reeves
Lead Designer
34h / 40h
85%
A
Alex Chen
Frontend Dev
40h / 40h
100%
M
Maya Patel
Copywriter
28h / 40h
70%
S
Sara Kim
Strategist
32h / 40h
80%
R
Ryan Osei
Project Manager
22h / 40h
55%

Team capacity and utilisation for the week

Roles

Owner

Full control — can edit all project settings, manage team membership, delete the project, and view all reports. Typically the project creator.

Manager

Can create and assign tasks, change statuses, edit the timeline, and view reports. Cannot delete the project or change Owner.

Member

Can create tasks assigned to themselves, update status of their own tasks, and view all project data. Cannot reassign tasks to others or edit the timeline.

Viewer

Read-only access. Can view all tasks, the timeline, and reports but cannot create or modify anything.

Key Features

Invite by Email

Type a team member's email to send them an invitation. They receive a notification and are added to the project on acceptance.

Role Assignment

Change any member's role from the inline dropdown on their row. Changes take effect immediately.

Remove Member

Remove a user from the project. Their completed tasks remain in the project history; open tasks become unassigned.

Workload Summary

Each member row shows their current open task count for the selected project — quick capacity check without opening All Tasks.

Cross-Project View

Toggle "Show all projects" to see a member's role across every project they are on in a single table.

Activity Feed

A per-member activity log shows their last 10 actions (task created, status updated, comment added) for audit purposes.

Quick Start

  1. Navigate to Project Management → Team.
  2. Select a project from the dropdown at the top.
  3. Click Invite Member, enter an email, select a role, and confirm.
  4. The invited user appears in the list immediately as Pending until they accept.

Tip — HR integration

If a team member exists in the HR Employees, their name and avatar are automatically resolved from the employee record — no separate profile setup needed.

Removing the last Owner

You cannot remove the last Owner of a project. Promote another member to Owner first, then remove yourself if needed.

FAQ

Can a Viewer be upgraded to Manager without removing and re-adding them?
Yes — click the role dropdown on their row and select Manager. The change is instant and does not affect their task history.
What happens to a removed member's tasks?
Their completed tasks remain in the project with their name as the assignee for historical accuracy. Their open tasks become unassigned and appear in the Unassigned filter in All Tasks.
Does Team management sync with the HR module?
Profile data (name, avatar, department) is read from the HR employee record when available, but HR roles and PM project roles are independent. Changing someone's HR department does not affect their PM project role.