Understanding User Roles in Talk-to-Tasks
Talk-to-Tasks is designed to fit the way real teams work — flexible, simple permissions and easy collaboration.
Each user role has a different level of access so you can manage how Talks, Tasks, and Groups are created and shared inside your workspace. Whether you’re coordinating departments, inviting external partners, or giving one-time access to a contractor, the right role ensures everyone sees exactly what they need.
Most importantly: any user — including Guests — can view the Task List through a shared link, making it effortless to share tasks with people who don’t need full access to the system.
What Each Role Can Do
Below is the full breakdown of what each user type can access and manage inside Talk-to-Tasks:
| Feature | Account Holder | Admin | Team | Guest |
|---|---|---|---|---|
| Set up | Yes | Yes | No | No |
| Create Talks Group | Yes | Yes | Yes | No |
| Upload a Talk | Yes | Yes | Yes | No |
| Review Tasks List | Yes | Yes | Yes | Yes |
| Create Task on Notion | Yes | Yes | Yes | Yes |
| Invite New Users | Yes | Yes | Yes | No |
| Add User to a Talk Group | Yes | Yes | Yes | No |
| Billing | Yes | Yes | No | No |
| Upgrade / Downgrade / Add-ons | Yes | No | No | No |
| Invite Admin | Yes | No | No | No |
| Invite Member | Yes | Yes | Yes | No |
| Invite Guest | Yes | Yes | Yes | Yes |
| Cancel Account | Yes | No | No | No |
| Shared Link to Task Page | Yes | Yes | Yes | Yes |
Role Descriptions
Account Holder
This is the primary owner of the workspace. They control everything — billing, upgrades, user management, Talk Groups, uploading Talks, and creating tasks. The Account Holder is the only one who can cancel or change the plan.
Admin
Admins help manage the workspace and keep everything organized. They can upload Talks, create Groups, invite users (except new Admins), and work across the system. They do not manage billing or subscription changes.
Team Member
Team Members are active contributors in your workflow. They can upload Talks, review tasks, create tasks in Notion, join Talk Groups, and collaborate with others. They cannot access billing or account-level settings.
Guest
Guests are lightweight users — perfect for contractors, clients, or anyone who needs to see tasks but not change settings. They can:
Review the full task list
Receive a share link to the Tasks page
Create tasks from the Talk-to-Tasks screen
Be assigned tasks inside your project system
They can’t upload Talks or manage Groups — but they can still follow the work and stay accountable.
Shared Tasks = Seamless Collaboration
No matter the role, anyone can view the Tasks Page through a shared link. This means:
- You can share tasks with someone outside your org
- Guests don’t need full access to stay in the loop
- Teams can collaborate without complicated permissions
- Project owners maintain full control over routing and assignments
This is what keeps Talk-to-Tasks clean, flexible, and perfect for cross-functional teams.
Whether you’re running a full team, collaborating with freelancers, or sharing work with clients, Talk-to-Tasks gives every role the right amount of access — nothing more, nothing less.
