Account & Team Updated
Team Members
Invite teammates by email, choose their role, pick which pages and child projects they see, and remove members from the Team screen.
6 min read Updated
What is it?
The Team screen lists everyone who can see a project in Prism. Admins and owners use it to invite people, choose their role, decide which pages and child projects they see, and remove them. It is the first screen you see when you open the Client panel.
Why use it?
Add your colleagues so they can see the same reports as you. Give each person the right role, so only the right people can change project settings.
Before you start
- You must be a project admin or owner. See Roles and permissions.
- Know your teammate's email address. They will sign in with it.
Invite a team member
Open the Client panel
In the Prism panel, click Settings in the System group of the left sidebar.
Open Team
The Client panel opens on Team. You can also click Team under Workspace.
Click Invite member
Click + Invite member. The Invite team member box opens at Step 1 of 2 · Details.
Fill in the details
Enter the Email address and pick the Project. Choose a Role: admin or viewer. Viewer is picked by default. Click Next: access →.
Choose what they can see
At Step 2 of 2 · Access, the box asks "What can … see?". Use the Pages tab to pick Prism pages. For a viewer, also use the Child projects tab. See Pages and child projects below.
Send the invite
Click Send invite. The button shows Inviting…. The person now appears in the members table.
After the invite, a message at the top of the screen tells you what happened:
- "… was added and notified by email." Your teammate has an email from Prism.
- "… was added, but the notification email couldn't be sent." They are on the project, but tell them yourself.
What your teammate receives
Prism emails your teammate with the subject "You've been added to [project name] on Prism". The email names the project, their role and who added them.
- New to Prism: Prism creates an account for them. The email contains their email address and a temporary password, and a Sign in & change password button. After they sign in, Prism asks them to set their own password. See Change your password.
- Already has an account: the email has a Sign in to Prism button. They use their usual password.
Pages and child projects
Pages
The Pages tab says "Prism pages this member can open. Leave everything on to give them every page the project has." Pages are grouped like the Prism sidebar, for example AI Intelligence and Search Rankings.
- Use the switch on a group to turn all its pages on or off.
- Tick or untick single pages.
- Advanced Analytics shows as an Add-on under Analytics (GA4 + GSC), if your project has it. It needs Analytics (GA4 + GSC) turned on first.
- The tab label shows All, or how many pages are on, such as 12/15.
If you leave every page on, the member also gets new pages the project turns on later.
Child projects (viewers only)
A child project is one tracking project inside your project, such as "Shoes – Mobile" on Google SERP. Admins and owners see every child project. Viewers only see the ones you grant.
- The Child projects tab has a tab for Google SERP and one for LLM.
- Use Search projects... to find one, then tick it. Select all ticks every project in the list.
- If you tick nothing, the box warns No child projects selected. The viewer will not see any Google SERP or LLM data.
Understanding the screen
Header and cards
The header says Team members. Below it you see the project name with "workspace" and how many seats are used, for example 4 / 10 seats used. An unlimited plan shows ∞. Three cards show Total members, Admins and Viewers.
Members table
Use Search members... to find someone by name or email. The table has these columns:
| Column | What it shows |
|---|---|
| Member | The person's name. |
| The email they sign in with. | |
| Org type | Agency or Client. |
| Role | owner, admin or viewer. |
| Child projects | All for admins and owners. For viewers, how many they can see, such as 3 of 8. |
| Actions | Buttons to manage the member (see below). |
Action buttons
Hover over a button to see its name.
| Button | What it does | Who sees it |
|---|---|---|
| Manage child project access (folder) | Opens Project access. Tick the child projects this viewer can see, then click Save access. | Admins and owners, on viewer rows only |
| Manage page (module) access | Opens Page access. Tick the pages this member can see, then click Save access. | Admins and owners |
| Edit role | Turns the role into a list. Pick admin or viewer. The change saves straight away. | The owner only |
| Remove member | Asks Remove this member from the project? Confirm to remove them. | Owner on every row. Admins on viewer rows only. |
A button turns orange when something needs your eye. For example, page access is restricted, or a viewer has no child projects.
Page access box
The Page access box says: "Choose which Prism pages this member can see. Pages the project itself hasn't enabled aren't listed here."
- Tick the pages they should see, then click Save access.
- To give full access again, click Remove restriction (give full access). This link only shows when the member has a restriction.
Project access box
The Project access box says: "Pick the child projects this member can see in Prism. Anything left unticked is hidden from them." After you click Save access, you see "Child project access updated for …".
Tips
- Give viewer to people who only need to read reports.
- Use page access to keep a member focused, for example on rank tracking pages only.
- You cannot invite someone as an owner.
- Removing a member does not delete their Prism account. It only removes them from this project.
Common issues
| Message | How to fix it |
|---|---|
| Email is required | Enter the teammate's email address. |
| Role must be one of admin, viewer | Choose admin or viewer. |
| This user is already on the project | They are already a member. No action needed. |
| Only the project owner can change a member's role | Ask the project owner to change it. |
| Only the project owner can remove an admin | Ask the project owner to remove them. |
| This project has no child projects yet. | Create a tracking project first in Project settings. |
| This project hasn't enabled any Prism pages yet. | No module is turned on for this project. Contact your Techmagnate contact. |
If your teammate cannot sign in, see Login issues.
Frequently asked questions
Does Prism email my teammate when I invite them?
Yes. Prism emails them that they've been added to the project. After the invite, the Team screen confirms the email was sent, or tells you if it couldn't be sent.
My teammate has no Prism account yet. What happens?
Prism creates an account for that email and sends the sign-in details, with a temporary password, in the invite email. After they sign in, Prism asks them to set their own password.
What are child projects?
They are the tracking projects inside your project, such as one Google SERP project per device or one LLM Tool project. Viewers only see the Google SERP and LLM child projects you grant them.
Why can't I change a member's role?
Only the project owner can change a member's role or remove an admin.
What does This user is already on the project mean?
That email is already a member of this project. You do not need to add it again.
Related articles
- Account & TeamRoles and PermissionsWhat owners, admins and viewers can do in Prism, and how modules, page access and child project access decide what each member sees.Read
- Account & TeamProject SettingsView, create, edit and delete tracking projects for each channel, set their schedule, and manage keyword and prompt files from Project settings.Read
- Getting StartedYour AccountUse the account menu, learn that a sign-in lasts 8 hours, and understand the difference between the Prism panel and the Client panel.Read
- Account & TeamChange Your PasswordChange your Prism password from the account menu. Prism emails you a 6-digit code to confirm the change.Read
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