A collaborator is somebody outside your team — a freelancer, a contractor, a partner agency — who works on one of your projects from their own account. The invite dialog says it plainly: "This is not a workspace seat." Collaborators are free and unlimited on every plan.
What the grant covers
A collaborator is granted access to one project, not to your workspace. They keep their own account and their own workspace; your project simply appears in their Collaborations list.
That is what makes this the right tool for a freelancer who works with several agencies at once. A workspace membership could not do it, because one account belongs to one workspace. A project grant can, as many times as needed.
Access is whole-project. To scope somebody to particular files instead, use a share link.
The three collaborator roles
You choose a role for each person as you invite them, and can change it later:
- Full access — "Can upload, manage and approve assets."
- Reviewer — "Can view and leave feedback on assets."
- Viewer — "Can view assets and follow review progress — no commenting."
Full access is the role for somebody who delivers work rather than only reacting to it. In practice that means uploading new versions of assets already in the project.
Inviting a collaborator
Open the project and choose Invite collaborators in the toolbar. It sits in the same place on every tab, and greys out while you have assets selected — collaborators are always whole-project, so inviting against a selection would imply a scope that does not exist.
Type an email address and press Enter or choose Add. Each person becomes a chip with their own role picker, so one pass can invite a Full access editor and two Reviewers. Nothing is sent until you choose Send invites.
Each person then gets an email inviting them to collaborate on the project. Access begins when they accept it, not when you send it: an unaccepted invite grants nothing and waits under Pending invites on the project's Collaborators tab. If they have no account yet, the invite walks them through creating one.
Some addresses are refused, with an explanation rather than silently. Somebody already collaborating here is not invited twice — change their role instead. Anybody who is already a member of your workspace is handled in Settings → Members.
What a collaborator sees
They sign in to their own account and open Collaborations, headed "Projects other agencies have shared with you." Each row carries the owning agency, the project, their role, its review status, and when it last moved. A Your turn filter narrows the list to the projects genuinely waiting on them — a new version to review, or an upload they owe.
Opening a row takes them into the project, with the top bar reading "You're collaborating in {agency}'s workspace" so it is always clear whose work they are in. They get two tabs, Assets and Reviews, and what they can do on them follows their role. A Viewer sees a plain "View only — you can follow progress here."
What stays hidden
The grant is a boundary, enforced on the server rather than by hiding buttons:
- Your other projects. They reach only the projects they hold a grant on.
- Your workspace. No members list, no workspace settings, no billing, no project list.
- Share links. A collaborator cannot create, view or revoke client links, not even with Full access. Managing access stays with the project's owner and your admins — a collaborator also cannot invite or remove other collaborators.
- Your client's review rounds. Client feedback and approvals are a separate layer that outside collaborators never see. Their Reviews surface is the team conversation about the version — their notes and verdicts alongside your team's — not the client's.
The reverse holds too: your client never sees team or collaborator feedback on a share link.
Where a collaborator does appear beside your own team, they are labelled: in the @-mention list and on their comments, an outside person carries a Collaborator tag. Your own members carry none.
Changing a role or removing access
Both live on the project's Collaborators tab. The role dropdown on a person's row changes what they can do, straight away.
The remove control confirms first — "They immediately lose access to this project. You can re-invite them later." — and that is exactly what happens. Access stops at once, while their comments and verdicts stay in the project as part of the record. Inviting the same person again later restores their access rather than creating a second entry.