In iTasks, team access is managed on two levels: the workspace role defines what a person can do in the workspace, while project access is configured separately. New members who join through an invitation link can receive automatic access to active projects.
In short: a new member who joins through an invitation link gets the “Member” role and access to active projects with “Add members automatically” enabled. For manual assignment, turn the option off in the projects you want to manage yourself. If a user is already in the workspace but cannot see a project, they may still need manual project access.
1. How to invite a user to a workspace
Team management lives in Administration → Members. This screen is available only to workspace owners and admins.
Option 1. Invite link
- Open Members.
- Find the “Invite members” card at the top of the screen.
- Tap Send via Telegram and choose the chat to send the link to, or tap Copy invite link and send the link yourself.
- The user opens the link and joins the workspace: Telegram Mini App uses a Telegram link, while Android and iOS apps use a mobile app link.
The link is prepared automatically when the screen opens. If a valid link was already created during the current app session, the same link is reused. The link itself is not shown as text: it can be sent via Telegram or copied with one button. Telegram Mini App uses a Telegram bot link, while Android and iOS apps use a link.itasksbot.com link for opening the installed app.
Option 2. Manual addition by Telegram ID (backup option)
- On the Members screen, tap Can’t invite with the link? at the very bottom.
- The Add by Telegram ID screen opens.
- Enter the user's Telegram ID.
- Specify the name that should be shown inside the workspace.
- When adding a user manually, the owner or an admin chooses Member or Admin. After the user has been added, only the owner can change their role.
- Save the changes.
This is a backup option for when a person cannot open the invite link. In the normal flow, send the invite link: the person opens it and joins the workspace on their own.
Important: when a new member joins through an invitation link, they get access to active projects with “Add members automatically” enabled. Adding someone by Telegram ID does not grant project access automatically; that flow remains manual. Changing the option does not change access that has already been granted.
2. Workspace roles and what they affect
There are three workspace roles: Owner, Admin, and Member. They define who can manage the team and the shared workspace settings.
- ● Owner: full control. A workspace can have only one owner. The owner can invite and remove members, change roles, manage workspace settings, handle subscription actions, and delete the workspace itself.
- ● Admin: can invite and remove members and work with settings and projects, but cannot change existing members’ roles and cannot remove the owner or another admin.
- ● Member: a regular workspace participant. Works only inside the projects available to them and does not manage the team roster.
The practical takeaway:
- A role does not replace project access. A user may belong to the workspace and still not see some projects.
- Owner and Admin always have access to all workspace projects. They cannot be disabled with a project-level toggle.
- Only the Owner can change another member's role. This is done directly from the members list.
- You cannot transfer ownership to another member. Each workspace has one owner.
3. How to add a member to one or more projects
Project access is configured inside the project itself, not inside the member card. Use this manual path when the option is off, the member is already on the team, or the person was added by Telegram ID. A new member who joins through an invitation link is already added to active projects with the option enabled.
- Open the app side menu.
- Go to Administration → Projects.
- Find the required project in the list and tap the pencil icon to edit it.
- On the edit screen, scroll down to the Project Members block.
- Use the toggles in the With access and Without access lists to decide who should see the project.
- Tap Save changes.
You can also open the broader guide on the Projects page.
New projects are created with automatic access enabled. It applies to new members who join through an invitation link and to active projects. This option is initially disabled in projects created before it was introduced. Creating a project does not automatically grant existing members with the Member role access to it, and turning the option off does not remove existing access. Adding someone by Telegram ID remains manual. Owners and admins continue to have access to every project.
What to remember
- ● If a user is in the workspace but cannot see a project's tasks, first check whether they are included in that project's member access list.
- ● Owner and Admin stay in every project automatically and cannot be manually turned off there.
- ● The same user may have access to only part of the projects inside one workspace.
Final access logic
If the person is already in the team, enabling the option does not automatically grant them project access. New members are not added to inactive projects either, and activating one later does not change its member list.
Grant access to a member
The owner or an administrator opens “Administration → Members”, selects a user and enables “Access via MCP/API” in their settings. Enabling access requires PRO. The owner is marked “Automatic for the owner”. This grant does not change the user's role or project access. Administrators can also grant themselves access, but cannot disable the owner's automatic access.
Once access is granted, the member opens their own profile and copies their own instructions. The manager sees the permission state, not another user's personal link. Do not share the owner's keys with members.