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How access works

Access in Promptwatch is layered: an organization role that controls account-wide permissions, and optional per-project access that narrows what a Member can see and do. This split exists because the two questions are different. “Can this person touch billing?” is an account question. “Can this person edit the monitors for client X?” is a project question.
  • Organization role: every team member is either an Owner or a Member. Owners manage billing, team members, and organization settings. Members have standard access without billing or team management permissions.
  • Project access: a Member can either have full access to all projects (the default), or be restricted to specific projects. For each assigned project, they get one of two levels: Full access (create and manage monitors, prompts, and project settings) or View only (view data and reports without making changes).
Owners always have full access to every project. Project restrictions cannot be applied to an Owner, so promoting someone to Owner removes any project restrictions they had.

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What Owners can do

Owners hold every permission Members have, plus the account-level ones:
  • Billing: view and manage the subscription, invoices, and plan changes. The Billing page is Owner-only, so Members see a restricted message instead.
  • Team management: invite new members, resend or revoke pending invitations, change a member’s role, edit a member’s project access, and remove members.
  • Usage alerts: Owners can opt into emails when the organization approaches its plan limits, see Notifications and alerts.
Two safety rails apply: you cannot change your own role or remove yourself, and the last remaining Owner can never be demoted or removed, so an organization always has at least one Owner.

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What Members can do

A Member without project restrictions can work in every project: create monitors, add prompts, edit the brand profile, and use all features their plan includes. What they cannot do is manage billing or the team. A Member with project restrictions only sees their assigned projects, and account-wide settings pages like Team are closed to them. Within each assigned project, their level decides what they can do:
  • Full access: create and manage monitors, prompts, and project settings for that project.
  • View only: read everything, change nothing. One deliberate exception: view-only users can still create exports, so a client with read access can pull their own CSVs. See exporting responses.
This structure is built for agencies: keep your own team as Members with full access, and give each client view-only access to just their project.

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How invitations work

Only Owners can invite. The flow is short, the click path is in How can I invite a team member to the platform?:
  1. Open Settings → Team Members and enter the email address under “Invite New Member”.
  2. Optionally check “Give access to specific projects” and pick a level per project. Skipping this gives the invitee full access to all projects.
The Promptwatch invite form with Give access to specific projects checked and a per-project View only selector.
  1. Send. The invitee gets an email with an accept link.
Invitations expire after 30 days. The Pending Invitations table shows each invite’s status, and Owners can resend or revoke from there. Everyone who joins through an invitation starts as a Member; an Owner can promote them afterwards from the team list.

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Seat limits

The number of team members is a plan limit: every pending invitation and accepted member counts toward your seat quota, and inviting past it prompts an upgrade. Seat counts differ per tier, see Plans and billing for what scales between plans and where to check your current limit.