How to Add and Remove Team Members in Webflow

This guide provides detailed, step-by-step instructions for managing team members, collaborators, and guests in Webflow, covering both workspace-level and site-level user management.

Adding Users Overview

Webflow offers two ways to add users:

1. Workspace Members: Add to workspace with access to multiple sites
2. Site Collaborators: Invite to specific site only (guests)

Choose based on:

• Internal team: Add as workspace members
• External freelancers/clients: Invite as site collaborators
• Ongoing access: Workspace members
• Project-specific access: Site collaborators

Adding Workspace Members

Workspace members can access multiple sites and have workspace-level visibility.

Prerequisites

• You must be: Workspace Owner or Workspace Admin
• Plan requirement: Any plan (member limits vary by plan)

Step-by-Step: Add Workspace Member

1. Access Workspace Settings

1. Log in to Webflow
2. Click Workspace dropdown (top left)
3. Select the workspace you want to manage
4. Click Workspace Settings (gear icon)
5. Navigate to Team tab

2. Invite Member

1. Click Invite people to workspace
2. Enter the email address of the person you want to invite
3. Select their workspace role:
   • Member (basic access, site-specific roles)
   • Admin (full workspace access, requires Team plan)
   • Billing Manager (billing access only)
4. Optionally add a personal message
5. Click Send Invite

3. Recipient Accepts Invitation

1. Invitee receives email from Webflow
2. They click Accept Invitation in the email
3. If they don't have a Webflow account:
   • They create one using the invited email
   • Set password and complete profile
4. If they have a Webflow account:
   • They log in
   • Accept the invitation
5. They gain immediate access to the workspace

4. Assign Site-Specific Roles

After adding to workspace, grant site access:

1. Open a site in Webflow Designer
2. Click Share icon (top-right, looks like a person with a +)
3. Find the workspace member in the list
4. Click the role dropdown next to their name
5. Select their role for this site:
   • Designer (full design access)
   • CMS Editor (content-only)
   • No access (default, can't access this site)
6. Repeat for each site they need access to

Managing Multiple Sites

To give Designer access to all sites:

• Assign Workspace Admin role (requires Team plan)
• Admins automatically have Designer access to all sites

To give selective access:

• Keep as Member role at workspace level
• Assign Designer/CMS Editor per site individually

Workspace Member Limits

Adding Site Collaborators (Guests)

Site collaborators are external users invited to a specific site only.

Prerequisites

• You must be: Workspace Owner, Admin, or Designer (with permissions)
• Plan requirement: CMS plan or higher for guest collaborators

Step-by-Step: Add Site Collaborator

1. Open Site Sharing Settings

1. Open the site in Webflow Designer
2. Click the Share icon (top-right, person with + icon)
3. The sharing panel opens

2. Invite Collaborator

1. Click Invite people to edit this site
2. Enter the email address of the person you want to invite
3. Select their site role:
   • Designer (full site design access)
   • CMS Editor (content-only access via Editor)
4. Optionally add a personal message
5. Click Send Invite

3. Recipient Accepts Invitation

1. Invitee receives email from Webflow
2. They click Accept Invitation in the email
3. They create a Webflow account (if they don't have one)
4. They gain access to that specific site only

Site Collaborator Limits

CMS Editor limits:

• CMS Plan: Up to 3 CMS Editors per site
• Business Plan: Up to 10 CMS Editors per site
• Enterprise Plan: Custom limits

Designer collaborators: Generally unlimited (varies by plan)

Guest vs. Workspace Member Differences

Managing CMS Editors

CMS Editors have special considerations due to plan limits.

Step-by-Step: Add CMS Editor

For Workspace Members

1. Add member to workspace (see above)
2. Open site in Designer
3. Click Share icon
4. Find the member
5. Select CMS Editor role
6. They can now access Webflow Editor

For External Guests

1. Open site in Designer
2. Click Share icon
3. Click Invite people to edit this site
4. Enter email
5. Select CMS Editor role
6. Send invitation

Provide Editor Access

Share the Editor URL with CMS Editors:

1. Open site in Designer
2. Click Share icon
3. Look for Editor URL section
4. Click Copy link
5. Send link to CMS Editor

Editor URL format:

https://preview.webflow.com/preview/[site-name]?locale=en&preview=[preview-id]

CMS Editor Onboarding Checklist

When adding CMS Editors:

• Add user with CMS Editor role
• Share Editor URL with them
• Provide login credentials (their Webflow account)
• Send documentation on what they can edit
• Show them how to publish changes
• Explain CMS collection structure
• Set expectations for approval workflows (if any)

Adding Users in Bulk

Webflow doesn't support bulk user import, but you can streamline the process:

Multiple Workspace Members

1. Collect email addresses in a list
2. Go to Workspace Settings > Team
3. Invite members one by one (copy-paste emails)
4. Send all invitations
5. Assign site-specific roles after they accept

Multiple Site Collaborators

1. Open site in Designer
2. Click Share icon
3. Invite collaborators one by one
4. Select appropriate roles
5. Send invitations

Tip: Prepare a standard invitation message to copy-paste for consistency.

Removing Users

Properly offboarding users ensures security and prevents billing for unused seats.

Removing Workspace Members

Prerequisites

• You must be: Workspace Owner or Workspace Admin
• Note: You cannot remove the Workspace Owner (must transfer ownership first)

Step-by-Step: Remove Workspace Member

1. Go to Workspace Settings > Team
2. Find the member you want to remove
3. Click the three dots (...) or trash icon next to their name
4. Click Remove from workspace
5. Confirm removal
6. User is immediately removed from:
   • The workspace
   • All sites in the workspace
   • All workspace-level access

What Happens After Removal

• User loses access to workspace immediately
• User loses access to all sites in workspace
• User can no longer see workspace in their Webflow dashboard
• User's content/designs remain (not deleted)
• Ownership of created elements stays with the site

Removing Site Collaborators (Guests)

Prerequisites

• You must be: Workspace Owner, Admin, or Designer with permissions

Step-by-Step: Remove Site Collaborator

1. Open site in Webflow Designer
2. Click Share icon (top-right)
3. Find the collaborator in the list
4. Click the X or trash icon next to their name
5. Confirm removal
6. User loses site access immediately

Site-Specific Removal

To remove someone from specific sites but keep workspace access:

1. Open each site they should lose access to
2. Remove them from site collaborators
3. They remain in the workspace
4. They can still access other sites they have permissions for

Removing CMS Editors

Same process as removing site collaborators:

1. Open site in Designer
2. Click Share icon
3. Find the CMS Editor
4. Click X or remove button
5. Confirm removal
6. They lose Editor access immediately
7. Frees up a CMS Editor seat (if at limit)

Removing All Access Checklist

When offboarding a team member completely:

• Remove from workspace (if workspace member)
• Remove from individual sites (if guest collaborator)
• Revoke Editor URLs (they become inactive when user removed)
• Update any shared credentials they had access to
• Transfer ownership of any resources they created (if needed)
• Document removal date and reason in records
• Verify removal confirmation in workspace/site settings
• Check for any scheduled content they created
• Update team contact lists and documentation

Changing User Roles

Modify access levels without removing and re-adding users.

Changing Workspace Role

1. Go to Workspace Settings > Team
2. Find the member
3. Click their current role dropdown
4. Select new role:
   • Member
   • Admin (Team plan required)
   • Billing Manager
5. Save changes
6. Role updates immediately

Changing Site Role

1. Open site in Webflow Designer
2. Click Share icon
3. Find the user in collaborators list
4. Click their role dropdown
5. Select new role:
   • Designer
   • CMS Editor
   • No access (removes from site but keeps in workspace)
6. Role updates immediately

Upgrading Access

From CMS Editor to Designer:

1. Open site in Designer
2. Click Share icon
3. Change their role from "CMS Editor" to "Designer"
4. They gain full Designer access immediately

From Member to Admin (workspace level):

1. Go to Workspace Settings > Team
2. Change role from "Member" to "Admin"
3. Requires Team plan or higher
4. They gain admin access to all sites immediately

Downgrading Access

From Designer to CMS Editor:

1. Open site in Designer
2. Click Share icon
3. Change role from "Designer" to "CMS Editor"
4. They lose Designer access, retain Editor access

From Admin to Member:

1. Go to Workspace Settings > Team
2. Change role from "Admin" to "Member"
3. They lose admin access to all sites
4. Must grant site-specific access individually

Transferring Ownership

Transfer workspace or site ownership to another user.

Transferring Workspace Ownership

Only the current Workspace Owner can do this.

Step-by-Step

1. Go to Workspace Settings > Team
2. Find the new owner in the member list
3. Click Transfer ownership next to their name
4. Confirm you want to transfer
5. New owner receives email notification
6. They accept the transfer
7. Ownership transfers completely
8. You become a Workspace Admin (unless removed)

Before Transferring Ownership

• Verify the recipient is trustworthy
• Ensure they understand Workspace Owner responsibilities
• Transfer billing if needed
• Document the transfer for records
• Confirm they accept the transfer

Transferring Site Ownership

Move a site to a different workspace.

Prerequisites

• You must be: Workspace Owner or Workspace Admin

Step-by-Step

1. Open site in Webflow Designer
2. Go to Site Settings (gear icon, top-left)
3. Click General tab
4. Scroll to Transfer site section
5. Click Transfer site
6. Enter the email of the recipient
7. Confirm transfer
8. Recipient receives email
9. They accept the transfer
10. Site moves to their workspace
11. You lose access to the site

What Transfers with the Site

• All pages and design
• CMS collections and content
• Custom code
• Site settings
• Asset library
• Form submissions
• Ecommerce products (if applicable)

What Doesn't Transfer

• Workspace members (recipient assigns new collaborators)
• Billing (new owner pays for site plan)
• Historical team notes/comments

Resending Invitations

If a user doesn't receive or loses their invitation:

Workspace Invitations

1. Go to Workspace Settings > Team
2. Look for Pending Invitations section
3. Find the pending invite
4. Click Resend invitation
5. New email is sent

Site Invitations

1. Open site in Designer
2. Click Share icon
3. Look for pending invites
4. Click Resend next to the invitation
5. New email is sent

Note: Invitations expire after 30 days. Resend if expired.

Troubleshooting User Management

Issue: Invitation Not Received

Possible causes:

• Email in spam folder
• Incorrect email address
• Email delay

Solutions:

1. Ask user to check spam/junk folder
2. Verify email address is correct
3. Resend invitation
4. Try different email address
5. Contact Webflow support if persists

Issue: Can't Add User (At Limit)

Problem: Error message about reaching member/seat limits.

Solutions:

• CMS Editor limit: Remove inactive CMS Editors or upgrade plan
• Workspace member limit: Upgrade plan
• Check plan limits: Workspace Settings > Billing & Plans

Issue: User Can't Access After Adding

Possible causes:

1. User hasn't accepted invitation
2. User accepted but not granted site access
3. Wrong email used
4. Technical issue

Solutions:

1. Verify they accepted invitation (check Pending Invitations)
2. Grant site-specific role (if workspace member)
3. Resend invitation to correct email
4. Have user log out and back in
5. Clear browser cache

Issue: Can't Remove User

Possible causes:

• User is Workspace Owner (can't remove, must transfer)
• You don't have permissions (need Admin or Owner role)

Solutions:

• If they're owner: Transfer ownership first, then remove
• If you're not admin: Ask Workspace Owner/Admin to remove them

Issue: Removed User Still Has Access

Possible causes:

• Cache delay
• User has access through different workspace/site
• User was removed from site but still in workspace (or vice versa)

Solutions:

1. Verify removal in settings
2. Remove from all sites AND workspace
3. Ask user to log out and back in
4. Wait a few minutes for propagation
5. Contact Webflow support if persists

Best Practices for User Management

1. Onboarding Process

Create a standard process:

1. Collect user information (name, email, role needed)
2. Get approval from manager/owner
3. Add to workspace/site with appropriate role
4. Send welcome email with:
   • Login information
   • Editor URL (if CMS Editor)
   • Documentation links
   • Point of contact for questions
5. Document the addition in records

2. Regular Access Audits

Quarterly reviews:

1. Export list of all workspace members and site collaborators
2. Review each person's access
3. Confirm they still need access
4. Remove inactive users
5. Downgrade over-permissioned users
6. Document audit results

3. Offboarding Process

When someone leaves:

1. Remove from workspace/sites immediately
2. Transfer ownership of their work (if needed)
3. Update shared credentials they accessed
4. Document offboarding date
5. Archive user information for records
6. Check for scheduled content or automations they created

4. Documentation

Maintain a user access log:

User: jane.doe@example.com
Role: Designer
Sites: client-a.com, client-b.com
Added: 2025-01-15
Added by: admin@example.com
Reason: Lead designer for client projects
Review date: 2025-07-15
Removed: (if applicable)

5. Security Practices

• Enable 2FA: Require for all users with Designer/Admin access
• Minimum access: Grant least privilege needed
• Regular reviews: Audit access quarterly
• Prompt removal: Remove access same day as offboarding
• Document everything: Track all changes

Next Steps

• Understand Roles and Permissions - Detailed role capabilities
• User Management Overview - Return to overview
• Webflow Overview - Back to Webflow documentation home

Additional Resources

• Webflow University - Team Collaboration
• Webflow Support - User Management
• Webflow Community Forum