Moxie gives each teammate the access they need without exposing the rest of your workspace. Choose an access level, then narrow restricted members by feature and—when needed—by client.
Before you begin
The workspace owner can manage every access level, subscription capacity, Moxie Assistant assignment, and Communicator phone-line assignment.
A full access member can invite restricted members and project collaborators, but owner-only commercial and workspace-identity controls remain unavailable.
Available access levels and capacity depend on your Moxie plan. Moxie warns you before an invitation would exceed the workspace's available team-member licenses.
Choose the narrowest access level that supports the person's work. You can update restricted feature and client access or collaborator project access later.
Review your team and capacity
Settings → Business & team → Team & access shows active members and pending invitations together. Search or filter by status and access level, and use the capacity cards to review team-member licenses, Assistant licenses, and Communicator phone lines.
The Access column summarizes each member's scope. Restricted members show feature and client counts; collaborators show their assigned project count.
Choose the right access level
Access level | Best for | What they can use |
Workspace owner | The person responsible for the Moxie workspace | Every product area, billing and plan management, business identity, payment providers, advanced integrations, and team administration. A workspace has one owner, and the owner cannot be removed from Team & access. |
Full access | Employees or trusted operators who work across the business | The day-to-day operating workspace and team management. Owner-only subscription, commercial, payment-provider, and business-identity actions remain protected. |
Restricted access | Team members who need selected business areas or selected clients | Only the feature areas you enable, optionally limited to specific clients and their related records. Restricted members use a team-member license. |
Project collaborator | Contractors, clients, or partners helping with specific projects | Selected projects and their tasks, recurring tasks, personal time and capacity, the main calendar, and their own bookings and personal calendar or Zoom connections. They do not receive workspace-wide client, sales, financial, communication, or team-capacity access. |
Moxie implementer | A pre-approved Moxie implementation specialist | Broad configuration access used to help build the workspace. Only the workspace owner can send this invitation, and it does not use a team-member license. |
The invitation dialog explains the selected role before you send it. Roles that are not available on the current plan are omitted or accompanied by an upgrade path.
Understand restricted access
Restricted access has two independent layers:
Feature access determines which parts of Moxie the person may use.
Client access determines which clients—and which client-linked records—the person may see inside those features.
Both layers must allow the work. For example, a member with Projects enabled and access only to Acme can work with Acme projects and tasks, but cannot open another client's project.
Choose feature access
Open a restricted member's action menu and choose Manage access. On the Features tab, enable only the areas the teammate needs:
Projects — projects, tasks, recurring tasks, and related project work.
Invoices — invoice history, creation, sending, and project or client billing information.
Accounting — invoicing plus accounting, expenses, income, and financial reporting.
Pipeline — opportunities, stages, activity, and sales follow-up.
Agreements — view, create, send, and sign agreements.
Settings — shared configuration such as templates, forms, schedulers, and applicable workspace settings.
Timesheets — expands time reporting beyond the member's own time. Every restricted member can always track and review their own time.
Tickets — client requests and tickets in Inbox and Work.
Manage team availability — team capacity and standard availability management.
Feature access controls navigation, pages, actions, dashboards, and connected access—not just what appears in the left navigation.
Limit a restricted member to selected clients
The workspace owner must first enable Client filtering for restricted members from Team & access. This is a one-time workspace preparation step.
Open the restricted member's action menu and choose Manage access.
Select the Clients tab.
Search for and add every client this person should be able to use.
Review the selected-client list, then select Save access.
Important: an empty client list means all clients. Selecting one or more clients changes the member to client-restricted access.
Client filtering follows related information throughout Moxie. The member sees the permitted clients and their linked contacts, projects, tasks, tickets, opportunities, agreements, invoices, notes, time, files, and other supported client records. Records outside that scope are omitted even if the member knows a direct URL. Personal time remains available to its owner.
The team list provides a quick audit: a restricted member displays either All clients or the number of selected clients beside the feature count.
How restricted access behaves across Moxie
Unavailable features are hidden rather than presented as upgrade prompts; the workspace already has a paid team plan.
Dashboards, daily focus, lists, calendars, related records, and totals follow the member's current access.
Universal search is not available to restricted members.
If a restricted member connects an AI client through Moxie MCP, MCP tools follow the same feature and client restrictions as the web app.
Shared workspace configuration is governed by feature access because templates and business rules are not owned by one client.
Understand project collaborator access
A collaborator's scope comes from an explicit project list, not from feature checkboxes. Assign at least one project when inviting the collaborator. Later, choose Manage access to add or remove projects.
Collaborators can work only inside the projects assigned here. Assigning a task does not grant access when its project is not on the collaborator's list.
Collaborators can manage tasks and recurring tasks in an assigned project, track their own time, set their own capacity and exceptions, use the main calendar, see their own bookings, and connect their own calendar or Zoom account. They cannot use sales pipeline, tickets, general communications, client financials, deposits, opportunity files, team capacity, scheduling-link configuration, or unrelated projects.
Invite a team member
Open Team & access and select Invite member.
Enter the person's email address and choose an access level.
For restricted access, choose features and—if client filtering is enabled—clients. For a collaborator, choose projects.
Review the access explanation and capacity warning, then select Send invitation.
Pending invitations appear in the team list and can be revoked before acceptance. Moxie includes pending full and restricted invitations when checking whether another team-member license is available.
Update or revoke access
For an active restricted member or collaborator, open the row's action menu and select Manage access.
To change a person's access level, invite the same email address again with the new level. Moxie updates the existing membership rather than creating a duplicate user.
Select Remove from workspace to revoke an active non-owner member's access. Records they created remain in the workspace.
Revoke a pending invitation when the person should no longer be able to join.
Manage Assistant and phone assignments
The capacity cards show available Moxie Assistant licenses and Communicator phone lines. Owners can assign Assistant access from the team table. A phone line can be moved to another eligible full or restricted member or disconnected from the member's action menu. Disconnect a member's active phone line before removing that member from the workspace.
Troubleshooting
A role is missing from the invitation list: the current plan may not include it, or the role may be owner-only.
You cannot select clients: the workspace owner must enable client filtering and allow its preparation step to finish.
A restricted member can see every client: confirm that at least one client is selected. No selected clients intentionally means all clients.
A collaborator cannot find a task: confirm the task's project is assigned to the collaborator. A task assignment alone does not expand project access.
An access change is not visible yet: ask the member to refresh Moxie. If an older session still holds the previous access, sign out and back in.
An invitation is blocked: review the team-member capacity card and pending invitations, then add or free capacity before trying again.
Continue exploring Settings & administration