Collaborating in Teams with Webey

Building a website is rarely a solo effort. Whether you're collaborating with colleagues, an external copywriter, or a design agency — Webey offers a robust roles and permissions system that lets you work safely and efficiently with multiple people on your website. In this article, you learn everything about team roles, the approval workflow, and practical tips for collaboration.

The Four Team Roles

Webey works with four roles, each offering a different level of access and permissions:

• Owner: Full control over the site. Can delete the site, manage subscriptions, add and remove team members, and adjust all settings. There is always exactly one owner per site.
• Admin: Similar permissions to the owner but cannot delete the site or transfer ownership. Admins can manage team members, approve and publish content, and modify site settings. Ideal for a co-manager or project manager.
• Editor: Can create, edit, and submit pages and content for review. However, editors cannot publish on their own — their changes must be approved by an admin or owner. This prevents uncontrolled content from going live.
• Viewer: Has read-only permissions. Can view all content and settings but cannot change anything. Useful for stakeholders, clients, or managers who want to track progress without the risk of accidental changes.

Inviting Team Members

Go to your site settings and click on "Team" or "Members." Enter the email address of the person you want to invite and select the desired role. The invitee receives an email with a link to access the site. Always choose the role that best fits the team member's tasks — don't give more permissions than needed.

The Approval Workflow in Practice

Webey's publication workflow is designed for teams. Here's how it works in practice: an editor creates a new article or modifies an existing page. The content has the status "draft" while being worked on. When the editor is finished, they set the status to "pending." An admin or owner reviews the content, checks for errors and relevance, and approves it by changing the status to "approved." The page is now live. If the content isn't ready yet, the admin can provide feedback and set the status back to draft.

Access to Site Settings

Not every role has access to all settings. Only owners and admins can modify site settings such as the domain, theme colors, analytics integrations, and the site structure. Editors and viewers don't see these options in their dashboard, which prevents accidental changes to critical settings.

Best Practices for Team Collaboration

Make clear agreements about who manages which pages. Prevent two people from editing the same page simultaneously. Use the publication workflow consistently — always have a second person review content before it goes live. Communicate about changes outside of Webey via email, Slack, or a project management tool so everyone is informed.

Managing Team Members

Regularly review your team member list. Remove access for people who are no longer involved in the project — this is not only good for security but also keeps your dashboard organized. Adjust roles as responsibilities change: promote a reliable editor to admin, or lower permissions if someone becomes less involved.

Frequently Asked Questions About Collaboration

Can I transfer ownership? Yes, the current owner can transfer ownership to another admin. How many team members can I add? This depends on your subscription plan. Can editors edit each other's content? Yes, editors can edit all content in draft status. What if an admin accidentally approves content? An admin can always set the status back to draft to take the content offline again and make adjustments.