> ## Documentation Index
> Fetch the complete documentation index at: https://help.harmonica.chat/llms.txt
> Use this file to discover all available pages before exploring further.

# Collaboration

> Share sessions and projects with your team

## Overview

Harmonica supports multi-user collaboration so you can share sessions and projects with team members. This guide covers roles, permissions, and how to share access.

## Roles

Harmonica uses role-based permissions for shared resources:

| Role       | Sessions                  | Projects                      | Settings    |
| ---------- | ------------------------- | ----------------------------- | ----------- |
| **Owner**  | Full control              | Full control                  | Can delete  |
| **Admin**  | Create, edit, delete      | Manage members, edit settings | Full access |
| **Editor** | Create and edit sessions  | Add sessions to project       | Limited     |
| **Viewer** | View sessions and results | View project and sessions     | Read-only   |

The **Owner** is the person who created the session or project. Ownership cannot be transferred.

## Sharing a session

To share a session with a collaborator:

1. Open the session settings
2. Go to sharing or access settings
3. Invite a user by email or username
4. Assign a role (admin, editor, or viewer)

Collaborators will be able to access the session according to their assigned role.

## Sharing a project

Projects can be shared with your team:

1. Open the project settings
2. Go to member management
3. Invite users by email or username
4. Set their permission level

When you share a project, collaborators get access to all sessions within that project according to their role.

<Tip>
  Use projects to organize related sessions and share them all at once, rather than sharing each session individually.
</Tip>

## Invitation landing page

When you invite someone to a session or project, they receive an email with a link. That link leads to an invitation landing page — a preview that shows the session or project name, a short description, and the role they are being invited into.

From the landing page, the invitee can:

* **Accept** — they are added to the session or project at the role you assigned and can immediately access it
* **Decline** — the invitation is dismissed with no action taken

If the invitee already has a Harmonica account, accepting automatically links the invitation to their account. If they do not, they will be prompted to create one first.

Hosts also receive an in-app notification when an invitation lands in an existing account's notification center. See [Notifications](/guides/hosts/notifications).

## Follow-up invites for future sessions

When you add someone to a session in a project, they are also recorded as a project-level member. This means they will automatically receive follow-up invitations when new sessions are created in the same project.

This is useful for recurring research groups, panels, or team-based facilitation where the same participants return across multiple sessions. You do not need to re-invite the same people manually each time.

<Note>
  Follow-up invites go to participants who have opted in to be notified. Participants can manage their notification preferences at the end of their conversation.
</Note>

To remove someone from a project — and stop them receiving follow-up invites for future sessions — go to the project settings, find them in the members list, and remove their access.

## Managing access

### Changing roles

You can change a collaborator's role at any time from the session or project settings. Only owners and admins can modify roles.

### Removing access

To remove a collaborator:

1. Go to the session or project settings
2. Find the user in the members list
3. Remove their access

## Best practices

<CardGroup cols={2}>
  <Card title="Use projects for teams" icon="folder">
    Organize sessions into projects so team members automatically get access to related sessions.
  </Card>

  <Card title="Use the right role" icon="shield">
    Give collaborators the minimum role they need. Viewers for stakeholders, editors for team members, admins for co-hosts.
  </Card>

  <Card title="Review access regularly" icon="eye">
    Periodically check who has access to your sessions and projects, especially for sensitive topics.
  </Card>

  <Card title="Coordinate on active sessions" icon="comments">
    If multiple editors are managing a session, coordinate to avoid conflicting changes to prompts or settings.
  </Card>
</CardGroup>

## Related guides

<CardGroup cols={2}>
  <Card title="Managing projects" icon="folder" href="/guides/hosts/managing-projects">
    Organize sessions into projects
  </Card>

  <Card title="Notifications" icon="bell" href="/guides/hosts/notifications">
    Stay on top of chain actions and invitations
  </Card>

  <Card title="Session settings" icon="gear" href="/guides/hosts/session-settings">
    Configure session behavior and sharing
  </Card>
</CardGroup>