Collab ProjectsCollaborators

Collaborators tab

Manage who can access a Collabs project, how to invite collaborators, set roles and access scopes, and track invite acceptance.

Purpose

Use the Collaborators tab on a Collabs project page at /collab/{id} to control who is involved in the project and what they can do.

The tab shows current collaborators, their role controls, and the status of any pending invitations. Changes here determine each collaborator's Compliance Role, Access Scope, and available project capabilities across the workflow.

Invite collaborators

Add collaborators from the Collaborators tab by searching for existing ModelBoard users or inviting by email.

Open the Collaborators tab

  • Go to your project at a URL like /collab/{id}.
  • Select the Collaborators tab from the project navigation.

Success looks like: you see a list of existing collaborators, if any, and controls to add new ones.

Add an existing user by profile

  • Use the search box in the Collaborators tab.
  • Type the collaborator's profile display_name or username.
  • Select the correct person from the search results to add them to the invite list.

Success looks like: the selected user appears in your pending invite row with role and access controls.

Invite by email

  • In the same area, enter the collaborator's email address.
  • Confirm the email is correct, then add it to the invite list.

If the email matches an existing user, ModelBoard sends an in-app collaboration request. If it does not match any user, ModelBoard sends an external email invite that links back to the project.

Success looks like: the email appears in your pending invite row with role and access controls.

Set role and access for each invite

  • For each pending invite row, choose the collaborator's Compliance Role:
    • On-Screen for collaborators who appear in the content and may need performer-facing compliance handling.
    • Off-Screen for collaborators who support the project without appearing in the content.
  • Choose an Access Scope preset:
    • Viewer for read-focused collaborators who need visibility without production changes.
    • Contributor for collaborators who need to add or provide project materials.
    • Editor for collaborators who help manage more of the project workflow.
  • Review the locked capabilities shown in the invite row. View Only Mode, Stream Release Assets, and Project Chat Access are enabled automatically and are not user-toggleable.

Success looks like: each invite shows the correct Compliance Role, Access Scope, and locked capability state before you send it.

Send invites and check status

  • Send the collaboration invites from the Collaborators tab.
  • ModelBoard stores or updates a proposal with status: 'pending' for each receiver.
  • The system triggers a collaboration_request notification for any in-app receivers.

Success looks like: the invite rows now show as pending, and you can see which collaborators have not accepted yet.

Roles and access scopes

Role controls on the Collaborators tab determine how each collaborator participates in the project workflow.

Start with the Access Scope that matches the collaborator's actual responsibility. Expand access only when their work requires it.

Compliance Role options

  • On-Screen
    Use this for collaborators who appear in the content and may need performer-facing compliance handling.

  • Off-Screen
    Use this for collaborators who support the project without appearing in the content, such as crew, editors, reviewers, or production support.

Access Scope presets

  • Viewer
    Use this for read-focused collaborators who need project visibility but should not manage production activity.

  • Contributor
    Use this for collaborators who need to provide materials, references, or deliverables during the project.

  • Editor
    Use this for collaborators who help manage more of the project workflow and need broader access than a contributor.

Locked capabilities

Some capabilities appear in the collaborator access area but are enabled automatically and cannot be changed per invite:

  • View Only Mode stays enabled so every collaborator can open and review the project surfaces available to them.
  • Stream Release Assets stays enabled where release-related streaming access applies.
  • Project Chat Access stays enabled so collaborators can use the shared project conversation.

Role and access changes you make in the Collaborators tab immediately affect what those users can do in other tabs like Project Files, Moodboard, or Screenplay.

How acceptance works

Invites created from the Collaborators tab follow the collaboration proposal lifecycle.

Proposal statuses

  • pending
    After you send an invite, ModelBoard stores or updates a proposal with status: 'pending'.
    This means the receiver has not accepted the collaboration yet.

  • accepted
    When the receiver accepts the collaboration request, the proposal moves to accepted.
    This activates their assigned role and scope across the workflow tabs.

Other statuses like completed and archived indicate later stages of the collaboration, but they do not change how you send invites from the Collaborators tab.

What senders vs receivers see

As the project owner or sender:

  • Use the Collaborators tab to:
    • Add new collaborators by profile search or email.
    • Set or adjust Compliance Role and Access Scope, and review the locked collaborator capabilities.
    • See which invites are still pending and which collaborators are active.
  • When you send invites:
    • ModelBoard creates or updates proposals with status: 'pending'.
    • In-app receivers get a collaboration_request notification.
  • When receivers accept:
    • Status moves to accepted.
    • Their role and access scope become active across project tabs.

Best practices

Use the Collaborators tab to keep projects organized and secure while enabling smooth teamwork.

  • Map access to responsibilities

    • Use Viewer for directors, clients, or reviewers who mainly need visibility.
    • Use Contributor for collaborators who must share references, casting materials, or deliverables.
    • Use Editor for collaborators who help manage more of the project workflow.

  • Choose the Compliance Role deliberately

    • Use On-Screen when the collaborator appears in the content and may need performer-facing compliance handling.
    • Use Off-Screen when the collaborator supports the project without appearing in the content.

  • Review access as the project evolves

    • When collaboration shifts, for example from planning to production, revisit the Collaborators tab.
    • Adjust the Compliance Role or Access Scope as responsibilities change.

  • Watch pending invites before key milestones

    • Check for pending status before reviews, shoots, or deadlines.
    • Follow up with collaborators who have not accepted so they do not get blocked.

Troubleshooting

Use these checks when collaboration invites from the Collaborators tab do not behave as expected.

  • Confirm you sent the invite from the correct project and Collaborators tab.
  • Ask the receiver to check for a collaboration_request notification in ModelBoard if they already use the platform.
  • Resend communication outside ModelBoard, such as chat or email, asking them to accept the request.
  • If the collaborator missed the original email invite, send a new invite to the same address from the Collaborators tab.
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