Roles and responsibilities

On a real building or interior project, lots of people are involved: an architect, a main contractor, an electrician, the client, and more. Roles in Wyroo let you name those parts and say who fills each one. That way everyone can see at a glance who is responsible for what, and you can keep the right people informed without adding them to every detail of the project.

A role answers the question “who does this work?”. It is not the same as access permissions, which control what someone can see and change in the app. We explain that difference below.

What you can do here

Add roles to a project (for example architect, contractor, electrician).
Assign people to each role. They can be team members, project collaborators, or just an email address for someone with no account yet.
Send a role a short email overview of the cards (tasks) that concern them. This email is called the role digest.
Mute a role so it stops sending the scheduled digest, or send an update right away when you want to.

Roles live in the project board settings. A role can also exist with no people in it yet. That is fine: it is a placeholder slot you can fill once you know who is doing the work.

Where roles come from

Roles are first defined once for your whole company, so you do not have to retype them on every project. An administrator sets these up under Settings, in the Roles catalog. Each role has a name (like “Architect” or “Main Contractor”), a color so it stands out on the board, and an optional short description of what it covers.

A role can be marked “Add to new projects”. Roles marked this way form your standard set and are added automatically to projects you create. On any existing project you can pull that standard set in with the Apply standard roles button.

How to add roles to a project

Go to Settings > Board settings (or the Board settings tab on the board).
Find the Roles section.
Choose Add roles.
Tick one or more roles from your company catalog. You can add several at once.
Confirm. The roles now appear on the project, ready for you to assign people.

If your catalog is empty, the page links you to the Roles catalog so an administrator can create the first roles.

How to assign people to a role

In the Roles section, find the role you want to fill.
Choose Manage members.
To add someone with an account, pick them from the list of team members and collaborators, then add them.
To add someone without an account, switch to the contact option and enter their email address (and a name, if you like). They will still receive the role digest by email, along with an invite to create an account.
Repeat for everyone in the role. To remove someone, use the remove button next to their name.

Tip: if the email you enter already belongs to a Wyroo user, Wyroo links that account automatically so they get the full in-app experience instead of email only.

Company administrators can also assign these roles straight from a project’s team page: open a team member’s card, choose Manage roles, and tick the roles they hold. Picking a role the project does not use yet adds it here automatically.

How the role digest works

The role digest is a short email that lists the open cards linked to a role: the card title, which column it sits in, and any deadline (overdue cards are flagged). It never includes internal discussion or comments, so it is safe to send to clients and outside partners.

People with an account get a link straight into the board, filtered to their role.
People without an account get the same list plus a link to sign up.

You control the digest in two places:

Per role. The bell icon next to a role turns its scheduled digest on or off. A muted role sends nothing on the regular schedule.
Per person. Inside Manage members, the bell next to each member lets that one person opt out, even if the role is on.

To send an update immediately, use the send button next to a role. A manual send goes out even if the role is muted, but it always respects a person’s own opt-out. Wyroo shows you how many people and how many cards are involved before it sends.

Roles are not access permissions

This is the most important thing to remember. Putting someone in a role does not give them access to the project. Access is handled separately: see Your team for inviting people and deciding who can open the project. Use roles to describe responsibility and to keep people in the loop by email; use access settings to decide who can actually open and edit the work.

Tip: an email-only contact in a role is a great way to keep a sub-contractor or a client informed without giving them a full account. When they are ready, the invite in their digest gets them set up.