Roles, permissions, and collaboration

Quikly has two separate permission systems that work together: team roles control what you can do across the organization, and proposal permissions control what you can do on a specific proposal.

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Team roles

Every team member has exactly one organizational role.

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How team role affects your subscription

• The owner pays for the Team plan and manages billing.
• Admins and members inherit Team-level access automatically — they do not need their own paid plan.
• If a member already has a personal Pro subscription when they join, Quikly sends an email notification explaining that the Team plan covers all Pro features. The member can cancel their personal Pro plan to avoid double billing. Quikly does not cancel it automatically.
• If a member is removed from the team (or leaves voluntarily), their personal subscription — if still active — takes effect again immediately. No data is lost.

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Proposal permissions

Each proposal has its own permission level for every user who can access it.

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How proposal permissions are resolved

Quikly resolves your effective permission on a proposal using this priority:

1. Proposal owner — if you created the proposal, you are the owner regardless of other settings.
2. Explicit collaborator — if the proposal owner added you as a collaborator with a specific permission (editor, reviewer, or viewer), that permission applies.
3. Team admin — if you are an admin (or owner) of the same team as the proposal and no explicit collaborator entry exists, you get editor access.
4. Team default access — if you are a member of the same team and no explicit collaborator entry exists, the team’s default proposal access setting applies (view, review, or edit). The owner configures this in team settings.
5. No access — if none of the above apply, you cannot see the proposal.

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Editor role restriction

The editor permission can only be assigned to active members of the proposal’s team. This ensures editors always work within the same organizational context — shared rate cards, roster, templates, and client list. If the proposal does not belong to a team (personal proposal), the editor option is not available when adding collaborators.

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Invitations

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Inviting someone to your team

Team owners and admins can invite new members from Settings → Team → Members.

1. Enter the person’s email address and choose a role (Admin or Member).
2. Quikly sends an email with an invitation link.
3. The link redirects the invitee to the app, where a confirmation dialog appears.

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Accepting an invitation

When you receive a team invitation, a notification appears in the notification bell inside the app (in addition to the email). Clicking the notification opens a confirmation dialog. If you have existing personal data (clients, templates, leads, or proposals), the dialog asks you to choose what to share with the team:

• Shared items are migrated into the team — all team members can see and use them.
• Items you keep private remain archived during your membership. They are invisible while you are on the team but are automatically restored if you leave or are removed.

If you are a brand-new user with no existing data, the invitation is accepted automatically when you register through the invitation link.

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Rejecting an invitation

You can decline a team invitation from the confirmation dialog. The invitation is permanently marked as rejected. The team owner must send a new invitation if they want to try again.

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What happens when you leave or are removed

• Your team_id is cleared. You regain access to all personal resources that were archived when you joined.
• Your personal subscription (if still active) takes effect again for determining your plan tier.
• Your profile type (freelancer, team, or agency) does not change — it stays as it was.
• Proposals you created while on the team remain accessible to you in your personal proposals list.

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Collaborative proposals

Team members can work together on proposals through comments and reviews.

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Comments

Any collaborator with reviewer or editor permission can leave comments on a proposal. Comments are tied to specific sections and can be:

• Resolved by the proposal owner or the comment author.
• Replied to by any collaborator with comment access.

Unresolved comments appear as a count badge on the proposal in the proposals list and in the notification bell.

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Reviews

Proposal owners can request a formal review from any collaborator. The reviewer receives a notification and can:

• Approve the proposal.
• Request changes with a message explaining what needs to change.
• Reject the proposal.

The review status (pending, approved, changes requested, rejected) is visible on the proposal header and in the proposals list.

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Review page

Reviewers access the proposal through a dedicated review page that shows the proposal preview alongside the review context panel with comments and the review decision form. Viewers see only the preview — the comments panel is hidden for read-only users.

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Subscription behavior summary