WeTransform has a granular role and permissions system — so you can give each team member access to exactly what they need, and nothing more.
📧 Step 1 — Invite a team member
Go to Settings → Memberships. You have two ways to invite someone:
Invite members — enter their email address. They receive an invitation email and must accept it to join your account.
Invitation link — generate a shareable link. Anyone who clicks it can join your account. Useful for onboarding multiple people at once.
Once a member joins, they appear in the Memberships list. You can change their role at any time using the dropdown next to their name.
👑 The account Owner has full access and cannot be removed or have their role changed. Every WeTransform account has exactly one Owner.
🎭 Step 2 — Assign a role
WeTransform includes 6 predefined roles out of the box:
Role | What it's for |
Administrator | All permissions — full access to everything |
Manager | 69 permissions — manages formats, customers, and team, without billing or org settings |
Developer | 64 permissions — access to integrations, API, and technical configuration |
Integrator | 63 permissions — similar to Developer, focused on integration setup |
Send files only | 52 permissions — can upload and transform files, no admin access |
Accounting | 2 permissions — billing and invoices only |
💡 Not sure which role to assign? Start with the predefined role that's closest to what the person needs. You can always create a custom role later to fine-tune permissions.
🎛️ Step 3 — Create a custom role (optional)
If none of the predefined roles fit exactly, you can create your own. Go to Settings → Roles and click "Create a role".
Give the role a name and select permissions from the following categories:
🔌 Integrations — access to webhooks, API keys, source feeds, embed configuration
🏢 Organisations — account settings, billing, team management
📁 Target file types — manage file format types
🎯 Target format management — create, edit, and configure target formats (77 granular permissions)
👥 Customers management — view, create, edit, and delete customer records
🔧 Custom data extractors — Autoclean configuration
📥 Importers — control how files can be imported (from computer, URL, FTP, etc.)
🎯 Per-format access. Within Target format management, you can restrict a role to specific target formats — giving a team member access to format A but not format B. This is particularly useful for ops teams that each handle a specific supplier or client.
🏭 Common role configurations
👩💼 Ops / Support team member — needs to upload files, run transformations, and fix errors. Use Send files only or a custom role with Importers + specific target formats.
🔧 Technical integrator — needs to configure integrations, manage API keys, and set up sources. Use Developer or Integrator.
💳 Finance / accounting — only needs access to billing and invoices. Use Accounting.
🎯 Format administrator — manages your target formats and customer access but shouldn't touch billing or integrations. Use Manager or a custom role with Target format management + Customers management.
👉 What to do next