Understand team roles, seats, and project access

A studio seat is used by a person who can sign in and work inside the workspace as the Owner, an Admin, or a Member.

Uses a seat

• Workspace Owner
• Active Admins
• Active Members
• Pending non-expired invitations reserve seats until accepted, revoked, or expired

Does not use a seat

• Invited clients
• Expired team invitations
• Revoked team invitations
• Removed or inactive memberships
• Public project-request visitors

Seats are counted per workspace, not per job.

The workspace Owner counts as one included seat even when the Owner is stored outside the normal membership list.

• Starter: 3 studio seats
• Team: 8 studio seats
• Scale: 15 studio seats

The allowance includes the workspace Owner.

Client access is separate and does not reduce the studio-seat allowance.

Do not maintain another frontend or backend seat-cap table.

• Review current plans

• 1 workspace Owner
• + active Admin and Member accounts
• + pending non-expired invitations
• = reserved studio seats

Available seats = current plan limit - reserved studio seats

A pending invitation reserves capacity so the same final seat is not promised to several people.

Resending the same pending invitation does not reserve another seat.

Lenso checks the current limit again when the invitation is accepted.

Invitation and acceptance checks must be atomic so simultaneous actions cannot overbook the workspace.

View workspace settings

• Owner: Yes
• Admin: Yes
• Member: Limited current settings

Update operational workspace settings

• Owner: Yes
• Admin: Yes
• Member: No

Manage Lenso subscription and plan

• Owner: Yes
• Admin: No
• Member: No

Open Billing Portal

• Owner: Yes
• Admin: No
• Member: No

Add or remove storage packs

• Owner: Yes
• Admin: No
• Member: No

Invite, resend, or revoke team invitations

• Owner: Yes
• Admin: Yes
• Member: No

Change Admin or Member roles

• Owner: Yes
• Admin: Yes, within current policy
• Member: No

Remove a teammate

• Owner: Yes
• Admin: Yes, except Owner and self
• Member: No

Manage brief templates and public requests

• Owner: Yes
• Admin: Yes
• Member: No

Create and manage jobs

• Owner: Yes
• Admin: Yes
• Member: Within accessible jobs and current permissions

Invite clients

• Owner: Yes
• Admin: Yes
• Member: No email invitation under the current policy

Manage studio-client invoices and supported refunds

• Owner: Yes
• Admin: Yes
• Member: No

View all projects

• Owner: Yes
• Admin: Yes
• Member: Depends on Member visibility setting

Change Member project visibility

• Owner: Yes
• Admin: Yes
• Member: No

Assign Members to projects

• Owner: Yes
• Admin: Yes
• Member: No

Transfer workspace ownership

• Owner: Not through the normal Team list
• Admin: No
• Member: No

The matrix must be generated from or tested against current server permissions. A hidden button is not an authorization boundary.

The Owner is the workspace account with full platform-billing authority.

• Manage the Lenso subscription and plan
• Open the Billing Portal
• Manage current storage add-ons
• Manage team members and invitations
• Manage workspace settings
• Manage client-facing and financial actions allowed by the product
• View every workspace job

The Owner role is not assigned through the normal role selector.

An Admin manages studio operations without controlling the Lenso subscription.

• Manage team invitations and active Admin or Member accounts
• Manage operational workspace settings
• Manage brief templates and public request settings
• Manage clients and accessible jobs
• Send project-specific client invitations
• Manage supported studio-client invoices and refunds
• Assign Members to projects
• View all workspace jobs under the current policy

An Admin cannot change the Lenso plan, open the Billing Portal, or manage storage-pack billing.

A Member works on the jobs allowed by the workspace project-visibility policy.

• View accessible jobs
• Work with briefs and shot rows in accessible jobs
• Upload or manage files under current project permissions
• Leave studio-side messages and comments under current permissions
• Use current job tools made available to the Member

A Member does not manage the team, subscription billing, public intake configuration, workspace-wide access policy, or studio-client financial actions.

Members should not be sent to a broken Team management page. Show a read-only role and access summary or hide the management navigation.

All projects

Active Members can see the workspace jobs permitted by their role and current product rules.

Assigned projects only

A Member can see only jobs explicitly assigned to that Member.

Owner and Admin retain workspace-wide operational access.

When changing from All projects to Assigned projects only, review the assignment list first. An unassigned Member can lose access immediately.

Switch Members to assigned-project access?

Members without a project assignment will no longer see those jobs. Review the current assignments before continuing.

• Use assigned-project access
• Keep all-project access

Record the actor, prior policy, new policy, and timestamp.

An Owner or Admin can invite an Admin or Member.

The inviter must have a verified studio-user email before sending the invitation.

1. Open Team settings
2. Enter the invited email
3. Choose Admin or Member
4. Add the current optional name or message
5. Review the available-seat summary
6. Send the invitation

The invitation link is an access credential for the invited email. Do not post it publicly.

The invitation shows its current expiry. An Owner or Admin can resend or revoke it.

Show a copyable invitation URL only when email delivery failed or the current user intentionally requests a copy link.

The invitation reserves one seat while it remains active and unexpired.

An existing Lenso user signs in with the invited email and accepts the invitation.

A new user creates an account for the invited email and joins with the invited role.

• Invitation exists
• Email matches
• Invitation is not expired or revoked
• Workspace still has capacity
• Account is eligible to join

The accepted role is Admin or Member. The Owner role is not granted through a normal team invitation.

Lenso checks seat capacity atomically at acceptance even though the pending invitation reserved a seat.

An Owner or Admin can change another active teammate between Admin and Member under the current policy.

• The Owner role cannot be assigned in the normal role editor
• A user cannot change their own role in the normal role editor
• The target user must belong to the same workspace
• The change is recorded in the workspace audit
• A new Member follows the current project-visibility rule

Before changing an Admin to Member under Assigned projects only, review which jobs remain assigned.

Removing a teammate ends current workspace access and releases the active seat. The membership remains in audit history.

• The workspace Owner cannot be removed
• A user cannot remove themselves through the normal Team action
• Current project assignments are removed or disabled
• Pending invitations for the same workspace and email are revoked
• The removal actor and optional reason are recorded

A removed teammate can return through a new valid invitation when the workspace has capacity.

• Use the new invited role
• Do not restore old project assignments automatically
• Require explicit reassignment under Assigned projects only
• Record the reactivation actor and time

Removing a teammate does not erase the user's historical job or audit activity.

• New team invitations are blocked
• A pending invitation already reserves its seat
• Resending the same invitation remains available under the current cooldown
• Client invitations are unaffected because clients do not use studio seats
• Existing team users are not removed merely because the limit is reached

A plan downgrade can leave more active or reserved studio users than the new allowance.

• Existing active users remain
• No one is removed automatically
• New invitations are blocked
• A pending invitation can fail acceptance when the seat is no longer available
• The Owner removes a user, revokes an invitation, or changes plan
• The Team summary shows Over seat limit

A new team invitation requires an active trial, paid plan, or explicit entitlement under the current account policy.

Subscription status can affect workspace writes separately from seat count. Do not describe an inactive subscription as a valid team entitlement.

Ownership cannot be changed from the normal Team role selector.

Contact Lenso to ask about the current ownership-transfer process.

Do not remove, deactivate, or abandon the current Owner account before a transfer is complete.

Do not publish a guaranteed transfer outcome or response time.

• Contact Lenso

• Invitation sent
• Invitation resent
• Invitation revoked
• Member joined
• Member reactivated
• Role changed
• Member removed
• Project assigned
• Project assignment removed
• Member visibility changed

Security rules

• Do not log raw invitation tokens
• Do not place invitation tokens in analytics
• Do not expose internal team counts to a public invite validator
• Do not restore old project assignments silently
• Do not rely on hidden frontend controls
• Use current tenant scoping on every team action

The workspace says it is out of seats.

Review active studio users and pending invitations. A pending invitation reserves a seat. The Owner can revoke an unused invitation, remove an inactive teammate, or review the current plans.

The visible seat count does not include the Owner.

Treat this as a seat-summary defect. The Owner counts as one included seat.

Resending the final pending invitation says the workspace is full.

Treat this as a reservation defect. Resending the same invitation does not require another seat.

Two people accepted the final seat at the same time.

Treat this as a concurrency defect. Invite and acceptance checks must lock the current workspace capacity.

A Member sees Team settings but the page fails.

The product should show a read-only role summary or hide Team management. Members do not manage the team.

A removed Member can still see a project.

Revoke active sessions under the current authentication policy, confirm the membership is inactive, and remove current project assignments.

A reactivated Member regained old projects automatically.

Treat this as an assignment-restoration defect. Reactivation must require explicit reassignment.

A Member lost access after the workspace changed to Assigned projects only.

Ask an Owner or Admin to review the project assignments. Unassigned jobs are intentionally hidden under that policy.

An Admin cannot change the Lenso plan or add storage.

This is expected. Only the workspace Owner manages Lenso subscription billing and current storage add-ons.

A pending invite expired.

An Owner or Admin can resend a new invitation when the workspace still has capacity. The expired invitation no longer reserves a seat.

The invitation reached the wrong email.

Revoke it and create a new invitation for the correct email. Do not forward the old credential.

I need to change the workspace Owner.

Ownership is not a normal role change. Contact Lenso to ask about the current transfer process and keep the current Owner active until it is complete.

The workspace is over the seat limit after a downgrade.

Existing active users are not removed automatically. New invitations remain blocked until the Owner reduces reserved seats or changes plan.

The public invite-validation page shows internal team counts.

Remove the counts. An invitee needs invitation validity and acceptance state, not workspace staffing data.