Team and Collaboration

GrimFolio supports project collaboration on Studio plans. Invite other GrimFolio users to your projects as Editors or Viewers. They see the project in their Dashboard alongside their own work and can contribute based on their role. The Team tab in Account Settings is where all collaboration is managed — incoming invitations, active collaborations, and outgoing invites.

The Team tab in Account Settings showing the invite form at the top and an active collaborator row with a role selector
The Team tab showing the invite form and an active collaborator with role selector.

Roles

GrimFolio collaboration has two roles.

Role What they can do
Editor View and edit the project, add and modify cards, use Grim, draw, and update any content.
Viewer Read-only access. Can view the canvas, Walk-Through, and card content but cannot make changes.

Editors see the full Stage 2 canvas with all controls active. Viewers see the canvas with editing interactions disabled. Viewers do not see the Grim chat — they see the project's generated summary instead if one exists.

There is no Owner or Admin role in the collaboration model. The project owner is always the account that created it. Editors have full edit access but cannot delete the project, change its settings, or manage other collaborators.

Pending Invitations

If someone has invited you to collaborate on one of their projects it appears in the Pending invitations section of the Team tab. Each card shows the project name, your assigned role, the name of the person who invited you, and when the invite was sent.

Click Accept to join the project. It will appear in your Dashboard alongside your own projects with an Editor or Viewer badge. Click Decline to remove the invite without joining.

Projects You Are Collaborating On

Once you accept an invite the project appears in the Projects I'm collaborating on section. Each card shows the project name, the owner's name, and your role.

Click Leave to remove yourself from the project. A confirmation prompt appears before the action completes. Leaving is immediate — the project disappears from your Dashboard and you lose access.

Inviting Collaborators Studio

Studio accounts have an Invite someone form at the top of the Team tab.

Field Notes
Email address The person's GrimFolio account email. They must already have a GrimFolio account.
Role Editor or Viewer. Can be changed after the invite is accepted.
Project Which of your projects to invite them to. One project per invite submission.

Click Send invite. The invite appears in the recipient's Team tab as a pending invitation.

The email address must match an existing GrimFolio account. If it does not the form returns an error. To invite someone who does not have an account ask them to sign up at grimfolio.com first — it is free to start.

To invite the same person to multiple projects submit a separate invite for each project.

Managing Your Team Studio

The My projects and team section lists all your projects that have collaborators along with their current collaborators. Each collaborator row shows:

Element What it does
Name and email The collaborator's display name and email.
Status badge Accepted (green) or Pending (gray). Pending means they have not responded yet.
Role selector Change the role between Editor and Viewer at any time. Takes effect immediately.
Remove button Removes the collaborator from the project. Confirmation prompt appears first.

Projects with no collaborators show a "No collaborators yet" placeholder. They still appear in the list once you have sent at least one invite to that project.

Changing a collaborator's role takes effect immediately with no confirmation. An Editor becomes a Viewer the moment you change the selector. If you are working in the same project at the same time the change applies on their next action.

Card Assignment

Cards can be assigned to one or more members on a project. The pool of assignable people is the project owner plus all accepted collaborators.

Assigning a Card

Open any card detail drawer on the canvas and click the Assignees field. A member picker appears. Click a name to assign them, then pick a color for their flag. Multiple team members can be assigned to the same card.

Canvas cards showing colored initials flags in the bottom-right corner for each assigned team member
Assignee flags on canvas cards — each assigned member's initials appear as a colored chip in the bottom-right corner.

Assignee Flags on the Canvas

Each assigned member's initials appear as a small colored flag on the bottom-right corner of the card tile on the canvas. Multiple assignees stack as overlapping flags. No drawer needed to see who owns what at a glance.

Ownership Report

Export a full breakdown of all cards by assignee as a PDF. Open the Export dropdown in the top bar and choose Ownership Report. The export groups cards by team member with a summary bar at the top showing total cards, assigned count, team member count, and unassigned count. Unassigned cards appear last.

Comments & @Mentions

Every card has a threaded comment section at the bottom of the card detail drawer. Use it for async communication directly on the card — questions, decisions, handoff notes, or anything that should stay with that card rather than in a separate thread.

Posting a Comment

Open the card detail drawer and scroll to Comments. Type and press Enter to post. Comments are up to 2,000 characters. Editors and project owners can post. Viewers can read but cannot post.

@Mentions

Type @ inside a comment to mention a project member. A picker lists everyone with access to the project. Select a name to insert the mention. The mentioned person receives a notification in their notifications panel.

Notifications

GrimFolio sends in-app notifications when something happens that needs your attention. The notification bell in the top bar shows an unread badge when new notifications arrive.

Notification type When it fires
Assignment A card is assigned to you.
Mention Someone @mentions you in a comment.
Unassignment You are removed from a card's assignees.

Click the bell to open the notifications panel. The 50 most recent notifications are shown, newest first. Click Mark all read to clear the unread badge, or dismiss individual notifications.

The notifications panel open showing assignment and mention notifications with unread indicators
The notifications panel showing recent assignment and mention notifications.

Collaborated Projects on the Dashboard

Projects you have been invited to appear in your Dashboard project grid alongside your own projects. They show an Editor or Viewer badge on the card so you can tell at a glance which projects you own and which you are collaborating on.

The ··· menu on a collaborated project shows View only instead of Rename and Delete — you cannot rename or delete projects you do not own.

← Account Settings     Next: Referrals and Ambassador →