👤 For workspace administrators managing teams of 11 to 100 people
🔐 Permission levels available on Business and Enterprise plans
🎯 For those who need to add new members, define what each person can do, and keep team access up to date
As teams grow, managing who has access to what stops being a detail and becomes part of operations. A new team member who cannot access the pipe is stuck from day one. Someone who left the company and still has active access is a governance risk that does not show up in any report until it shows up in the wrong way.
By the end of this article, you will know how to invite members with the right permission level, understand the differences between user types, and keep team access organized as the team changes.
📖 What you will learn here:
How do I invite a new member to a pipe?
Inviting someone to a pipe is done directly inside the pipe, through the People section. You can invite someone who is already a user in your company's Pipefy account or someone external who does not have an account yet.
Step by step:
- Open the pipe where you want to add the new member.
- Click People in the pipe header.
- Click Invite people at the bottom of the screen.
- Type the person's email address or username.
- Click Add.
- Set the person's permission level in the pipe.
Anyone invited who is not yet part of your company in Pipefy will become a billable user once they accept the invitation. Confirm with the account administrator before inviting someone external.
If the People button does not appear in the pipe header, the account is configured so that only company administrators can add new members. Contact your organization's admin in Pipefy.
What are the permission levels inside a pipe?
Every member added to a pipe receives a permission level that defines what they can see and do. Pipefy has four levels, from most restricted to most open:
Read-only: can view all cards and post comments. Cannot create or modify cards. Best for stakeholders who need to follow the process without intervening.
Restricted view: can create new cards but only views and edits the cards they created or are responsible for. No access to pipe reports. Best for requesters who open demands but do not operate the process.
Pipe member: can create, view, and move cards through the pipe. Can create, view, and export reports. This is the default level for anyone operating the process day to day.
Pipe administrator: has all member permissions and can edit pipe settings. Use with care: anyone at this level can change the structure of the process.
Pipe permission levels are independent of company-level permissions. Someone can be a pipe administrator in one pipe and a regular member in another.
What is the difference between administrator, member, and guest user?
Beyond permission levels inside each pipe, Pipefy has user types at the company level. Understanding this distinction prevents invitations with the wrong permission.
Company administrator: accesses all pipes, databases, automations, reports, and organization settings. This level is for whoever manages the platform, not for whoever operates processes.
Company member: accesses public pipes and private pipes they have been invited to. Can create cards, edit phases, create automations, generate reports, and work with databases in the pipes where they are a member.
Guest users
Guests do not access pipes directly. They interact with the company through shared forms. There are two types:
Company guest: suited for internal employees who need to submit requests through Pipefy but do not operate processes. By default, they can create new pipes, which automatically makes them a company member. Administrators can turn this off.
External guest: suited for suppliers, customers, and contacts outside the organization. Cannot create pipes or become a company member. Only accesses the forms shared with them.
On Business, Enterprise, and Unlimited plans, every administrator or member added generates a charge. Guests do not generate charges. On the Starter plan, the limit is 10 people with administrator permission, and guests are not supported.
How do I manage access when someone leaves the team?
Keeping access updated when a member leaves the team is just as important as the initial invitation. Active access for someone no longer part of the operation is a risk that grows silently.
To remove a member from a specific pipe, go to the pipe's People screen and click the X next to the member's name. Pipefy shows a confirmation dialog: "This user will lose access to this resource." Click Delete to confirm. This removes that person's access to that pipe without affecting their access to other pipes in the company.
For company-level removal, the process involves the organization's administration settings in Pipefy. If you do not have company administrator permissions, contact whoever does to ensure access is revoked across all pipes and resources in the account.
Create a formal process for revoking access when an employee leaves the company. An offboarding pipe that includes a step for revoking Pipefy access is the most reliable way to make sure no access stays active by oversight.
Access hygiene best practices
Outdated access is the most common problem in growing teams. Three practices that prevent most issues:
Review critical pipe members quarterly. Open the People screen for each strategic pipe and confirm that every listed member is still part of the operation. People who changed roles or teams often keep access they no longer use.
Use the minimum necessary permission level. When unsure which level to give a new member, start with the most restricted and adjust as needed. It is easier to expand access than to fix a problem caused by excessive permission.
Document who has access to what. In larger teams, a spreadsheet or an access control pipe that tracks who was invited to each pipe and with what permission reduces investigation time when inconsistencies arise.
Include access removal in the offboarding process. An employee's departure should automatically trigger a review and revocation of Pipefy access. If this step is not in the company's offboarding checklist, add it now.
A well-managed process starts with well-defined access. Who can see what and who can do what are questions that need answers before the process goes live, not after something goes wrong.
Before moving on, confirm that you know:
☐ How to access the pipe's People screen and invite a new member
☐ The four permission levels inside a pipe and when to use each
☐ The difference between administrator, member, and guest user at the company level
☐ How to remove a member's access from a specific pipe
☐ Why access removal should be part of the company's offboarding process
