Setting Up Your Account for Multi-User Access with Team Members

Managing a creative business often involves collaboration, whether that means working with additional photographers, other staff, accountants, or content managers. The Team Members feature allows account owners to securely invite additional users to their Zenfolio account and assign role-based access tailored to the responsibilities of each individual.

With designated Team Members, you can provide controlled access to specific areas of your account without sharing your personal login credentials. Depending on the role assigned, invited members can assist with tasks such as managing galleries, handling bookings, editing website content, reviewing financial information, or supporting day-to-day business operations.

This guide will show you how to invite Team Members, manage permissions, and understand the different team roles available within your Zenfolio account.

• Setting Up New Team Members
• Changing Team Member Roles
• Team Member Roles & Permissions
• Deactivating and Reactivating a Team Member
• Accepting Team Member Invite (For invited members)

Setting Up and Inviting New Team Members

1. In your Zenfolio account, click on your name in the top right-hand corner.
2. From the menu that appears, click Manage Team.
3. On the Team Roles & Permissions page, click on the Invite Member button.
4. In the window that appears, provide the main identifying information for this particular member: Name, Email, and Phone Number (optional).
5. Select the Role for this team member. The Role controls what kind of permissions and access this particular member has within your account.
6. You can also add some additional optional location information about this team member.
7. Click Invite Member to send the invite email.

Changing an Existing Team Member's Role

If at any time you'd like to change a team member's role, effectively changing their access to your account, you can select any of the available member roles for an active member at any time.

1. In your account Dashboard, click on your name in the top right-hand corner. 
2. Select Manage Team from the dropdown menu. 
3. In the Team Roles & Permissions page, locate the member you want to edit, click on the 3 vertical dots icon on the right-hand side of the screen.
4. From the menu that appears, click on Manage Team.
5. In the window that appears, use the Role dropdown menu to select a new member role.
6. Once you've selected the new role and you're ready to apply this to the Team Member, click Save.

Team Member Roles & Permissions

Each Member role is designed to provide a different level of access within your NextZen account. This allows you to control what invited Team Members can view or manage based on their responsibilities, while helping keep sensitive areas of your account secure.

Before inviting a new Team Member, it is important to understand the permissions associated with each role. Some roles provide broad administrative access across the account, while others are limited to specific areas such as gallery management, website content, blogs, or financial information.

The information below explains the purpose and access level of each available Member role so you can choose the option that best fits your workflow.

Deactivating and Reactivating Team Members

After you've created members for your account, allowing for Multi-User access, there may be scenarios where you would need to revoke access to your account for an added member. To do this, you can Deactivate their account.

1. In your account Dashboard, click on your name in the top right-hand corner. 
2. Select Manage Team from the dropdown menu. 
3. In the Team Roles & Permissions page, locate the member you want to edit, click on the 3 vertical dots icon on the right-hand side of the screen.
4. From the menu that appears, click on Manage Team.
5. In the window that appears, click on the Deactivate button at the bottom.
6. You'll need to confirm that you want to complete this action before the member account is deactivated.
   • If this is a member account that was previously deactivated, you will see a Reactivate option.

Once deactivated, the member account will no longer be accessible unless it is reactivated. If the member is currently logged into their account, they will be automatically logged out. Additionally, if they're actively within the account and attempt to navigate away from the current page, they will be redirected to the login page.

For Invited Team Members

Accepting Member Invites

As an invited team member, the account will remain inactive until the invitee accepts the invitation by confirming their account through the email invitation they have received.

1. In the member invitation email, click Confirm Account.
2. To finalize the creation of the member account, create a password and enter it again in the two provided password fields.
3. Click Create Account.

The email address to which the invitation was sent, along with the password created for the member account, will serve as the credentials required for future logins to the member account. Team members may access their account in the same manner as any other Zenfolio account holder: https://app.zenfolio.com/welcome