Team & Roles
Warren's role system keeps the right people focused on the right things — designers see their work, managers see the full picture, and admins control the whole studio.
Roles explained
Every team member has one of four roles. Roles control what they can see and do in Warren.
| Role | Can see | Can edit |
|---|---|---|
| Admin | Everything | Everything, including Settings and Team management |
| Manager | All projects, clients, insights, invoices, reports | Projects and assignments; cannot change team member roles or settings |
| Designer | My Work view — own assigned projects and tasks | Log hours, update task status, and add notes to their assigned jobs |
| Viewer | My Work view — own assigned projects and tasks | View assignments, add notes to their assigned jobs, and log hours |
Add a team member
Go to Team
Click Team in the sidebar or press ⌘4.
Click "Add Member"
The team member sheet opens.
Fill in their details
Name, email, job title, and role are required. Add an avatar photo and a timeline color to make them easy to identify on the schedule.
Set capacity and rate
Enter their weekly capacity in hours (default is 40). If you use burn rate tracking, enter their hourly rate — this is used to calculate budget consumption.
Save
Click Save Member. They now appear in the Team list and can be assigned to projects.
Setting capacity
A team member's weekly capacity tells Warren how many hours they're available to work each week. Warren uses this to calculate the workload ring color on the timeline.
Common capacity settings:
- 40 hours/week — Full-time employee
- 20 hours/week — Part-time or half-time
- Custom — Contractors or team members with variable availability
Hourly rates
Hourly rates are used by the burn rate calculator to convert logged hours into a budget cost. They are never visible to Designer or Viewer roles — only Managers and Admins can see them.
You can set different rates for different team members to reflect seniority, role, or contract agreements. If you bill clients at a flat project rate rather than per-hour, you can leave hourly rates at zero and use the project billing rate instead.
My Work view
Team members with the Designer or Viewer role see a personal dashboard called My Work instead of the full admin interface. It shows:
- This week's scheduled assignments
- Hours logged this week vs. target
- Open tasks assigned to them (count badge on the stat card)
- All active projects they're assigned to
- A quick Log Hours button
- A Notes section on each assigned job — add progress updates, blockers, or context for your manager
My Work is intentionally minimal — it answers "what am I working on today?" without surfacing budget data or other people's schedules.
Assigned tasks in My Work
When a Manager or Admin assigns work to a team member, it appears in their My Work view under My Tasks. Each task card shows:
- Priority indicator — colour-coded icon (Low · Medium · High · Urgent)
- Due date — shown in red if the task is overdue
- Project & Epic — so the designer always knows the context
- Status — To Do · In Progress · In Review · Done
Any team member can open a task to reach its detail sheet. The left pane shows the task details and a comments thread; the right pane shows the per-task activity feed. You can add notes to any job you're assigned — progress updates, design decisions, blockers, or context for your manager to review.
Logging hours
Anyone on the team can log hours. There are three ways to do it:
From within Warren
- Press ⌘L or click Log Hours in My Work.
- Select the project (only your assigned projects appear).
- Enter hours, date, and an optional description.
- Click Save.
From Slack
If your admin has set up the Slack bot, you can log hours directly in a Slack message. See Slack integration for the full syntax.
Synced from Harvest
If Harvest is connected, time entries are automatically pulled in during each sync. You won't need to log those hours twice. See Harvest sync.
Archiving a team member
When someone leaves the studio, archive them rather than deleting them. Archiving:
- Removes them from the active team list and assignment picker
- Keeps their historical time logs and assignments intact
- Preserves reports and burn rate data
To archive a member: open their profile in the Team section → click ⋯ More → Archive Member.