Please note
This feature is soon available to all users. MeisterTask is currently being updated! You may still be seeing the old design. The new features will be available to everyone shortly.
With roles and permissions in MeisterTask, you can control access to your team’s projects and content. Each user can be given the exact permissions needed for their role.
This flexible system ensures that confidential data is only accessible to those who need it while promoting efficient collaboration and maintaining security across all projects.
In this guide, you will learn how user seats and permissions work, how they are assigned, and how they impact your team and project management.
What are seats and roles ?
What are seats?
A user’s product seat defines his/her access to MeisterTask. The product seat determines which project roles can theoretically be assigned to a person in a project.
What are roles?
A users’ project role defines his/her access to a specific project.
Where do seats & roles apply?
A user’s seat applies to all projects and notes they have been invited to.
Permission levels overview
MeisterTask has three different permission levels:
1. Team-management permissions
At the team-management level, users can be assigned the Team Admin or Team Member roles. Team admins are responsible for managing a team’s billing, security settings and seat usage.
2. Product seats
A user’s product seat defines the roles he/she can be assigned in a project or note. Users with a Content Manager seat can be assigned any role and therefore have full access to projects and notes in MeisterTask. Viewer seats (available for free) can only be assigned the viewer role in projects and notes.
Product seats can be managed by Team Admins.
3. Project roles
A users’ project role defines his/her access to a specific project or note. Available roles include Contributor, Guest, Commenter, Viewer or Content Manager.
If a person has a Content Manager seat, then that person can have one of five different project roles in each project.
If a person has a Viewer seat, then that person can only have the project role of Viewer in each project.
Project roles can be managed by the project/note’s Content Manager.
Examples
Below are two common role setups.
Example 1: Head of IT
As the head of IT, your primary focus is managing team settings, security, and subscription plans, rather than working on individual projects. Your roles and permissions might be:
- Team-Role: Team Admin – This allows you to manage your MeisterTask and MindMeister subscription plans, control billing, and enforce security settings for the entire team. You can invite and remove users, as well as adjust access settings.
- Product seat: Viewer – Since you do not need to create or manage projects, you do not require a content manager (paid) seat.
- Project role: Viewer – As you are not actively participating in any projects, you only require view access.
Example 2: Project manager
As a project manager, you are responsible for creating and overseeing projects, managing tasks, and coordinating with stakeholders. Your roles and permissions might be:
- Team-Role: Team Member – You don’t need visibility into the number of available seats within your subscription plan, nor do not require administrative control over billing.
- Product Seat: Content Manager – This allows you to create projects, invite internal colleagues on your team and external individuals to projects, and manage project settings. A paid seat is required for this role.
- Project role: Content Manager – Depending on the project, you may need full control as a Content Manager in one project or a different role such as Contributor or Guest in a different project, allowing you to collaborate effectively.
Team-management permissions
This level determines whether a user is a Team Admin, a Team Member or Inactive.
- A Team Admin:
- Has full control over team settings, such as number of seats within your subscription plan, billing, and user groups.
- Can invite new users to join the team and determine their team role.
- Can promote other users to Team Admin or downgrade them to Team Members. (Having multiple Team Admins is only available on the Business plan.)
- Can remove users from the team.
- A Team Member:
- Can collaborate on tasks, projects, and notes.
- Cannot access team settings.
- An Inactive user:
- Is completely barred from using MeisterTask or MindMeister.
Who controls the team-management permissions?
- Team Admins manage these permissions in Accounts from the My Teams page.
Team Roles: How to upgrade a Team Member to a Team Admin
Only available to Team Admins on a Business plan.
- Click your user avatar in the top-right corner of MeisterTask.
- Select Account.
- Select My Team.
- Select the user whose access level you want to change.
- Use the dropdown menu under Team Role to make them Admin or Member.
Learn more how to manage a team.
Product seats
This level defines whether an individual on your team can edit OR only view content OR has no access to either MeisterTask or/and MindMeister.
- For users on the Pro or Business plan, any user on your team requiring editing access must have a paid seat, referred to as a Content Manager seat.
- Users on your team who only need viewing access can be assigned an unpaid Viewer seat.
In summary, this level determines whether an individual on your team receives a paid seat or an unpaid, restricted seat.
Seats:
-
A Content Manager:
- Can create projects, tasks and notes.
- Has full access to all features (except team settings, unless you are a Team Admin as well).
-
A Viewer:
- Can only view projects.
- Cannot edit or create anything.
- Is unpaid and allows teams to add an unlimited number of users at no cost.
-
A user with No access:
- Is completely barred from using MeisterTask or MindMeister.
- The user is able to access the accounts area.
Who controls the product seats?
- Team Admins manage these permissions in Accounts from the My Team page.
What happens if a user needs access to both MindMeister and MeisterTask?
- A team using both MindMeister and MeisterTask can have a combination of free and paid seats (e.g., a paid MeisterTask Business seat and a free MindMeister Basic seat).
- A team can have an unlimited number of Viewer seats on all MeisterTask subscription plans.
- Viewer seats are only available for MeisterTask, not for MindMeister.
- Since seats are managed separately for both products, team members in a paid team added as Viewers in MeisterTask will not automatically gain access to MindMeister. To access MindMeister, they would need either a paid Content Manager seat or access as an anonymous, not-logged-in user.
Product Seat: How to enable/change Content Manager or Viewer roles
Available to Team Admins on any subscription plan.
- Open the My Team section in your account.
- Select the user whose access level you want to change. Use the dropdown menu.
- Assign them Content Manager or Viewer. Team Admins can distribute their seats to anyone on the team. They can remove a paid seat from a person at any time and assign it to another person.
Project roles
This level determines user access within specific projects or notes, allowing tailored collaboration.
Roles at the Project/Notes level:
Who controls this level?
- A Content Manager manages this level in each of their projects and notes.
- Content Managers can control this setting from the Projects Settings or Notes Settings.
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