Invite your team and protect your data

CloudTally provides role-based access control so teams can collaborate on cloud infrastructure spend while preserving operational boundaries. This guide explains how to invite colleagues, what specific actions each role permits, how read-only Hetzner API tokens protect your infrastructure, and how organisation access protects your data.

Prerequisites

Before managing team access, ensure:

1. You hold the Owner role in your CloudTally organisation. Only organisation owners can send invitations, modify roles, or remove members.
2. Your organisation is on a plan that supports multiple team members:
   • Free plan: limited to 1 user (the organisation Owner).
   • Pro plan: supports up to 10 team members.

Invite team members

To invite a colleague to your workspace:

1. In the navigation sidebar, locate Settings and click Members.
2. Click Invite member in the top right.
3. In the dialog, enter the colleague's email address.
4. Select an access role from the dropdown: Admin, Member, or Viewer.
5. Click Send invitation.

CloudTally sends an invitation email containing a secure acceptance link. Once accepted, the new member appears in the team table.

Invitation validity

Invitations expire automatically after 7 days. If an invitation expires before acceptance, the Owner can send a new invitation using Invite member.

Understand role permissions

CloudTally enforces specific permission checks across each product area rather than assuming identical rights across all resources.

The workspace supports four roles:

Role	Scope of responsibility
Viewer	Read-only visibility across dashboards, cost history, recommendations, and reports.
Member	Viewer visibility plus everyday cost management: creating and editing budgets, dismissing recommendations, and triggering on-demand report sends.
Admin	Member capabilities plus infrastructure and notification management: connecting and disconnecting Hetzner projects, deleting budgets, configuring recurring monthly report schedules, managing alert delivery channels, and viewing or downloading invoices.
Owner	Admin capabilities plus team member management, subscription and payment changes, and organisation settings.

Concrete action permissions

Your role determines which actions you can take:

• Team and membership management:
  • Invite new members, modify roles, or remove team members: Owner only. Users with Admin, Member, or Viewer roles see a read-only notice indicating that owners manage invitations and roles.
• Project connections and synchronisation:
  • Connect a new project, pause sync, resume sync, rotate tokens, or disconnect projects: Admin or Owner.
  • Switch the single active project on the Free tier: Owner only.
  • Members and Viewers can view connection status and synced inventory but cannot alter credentials.
• Budgets and thresholds:
  • Create a new budget or modify budget amounts, filters, and alert thresholds: Member, Admin, or Owner.
  • Delete a budget: Admin or Owner.
  • Viewers can inspect budget progress and alert histories.
• Cost reports:
  • Inspect reports in the browser: Viewer, Member, Admin, or Owner.
  • Dispatch on-demand report deliveries via Send now: Member, Admin, or Owner.
  • Configure recurring monthly report schedules and update recipient delivery channels: Admin or Owner.
• Recommendations and waste:
  • View idle resources and rightsizing recommendations or export CSV summaries: all roles.
  • Dismiss recommendations: Member, Admin, or Owner.
• Alert channels and notification routing:
  • Create or edit email and Slack delivery channels: Admin or Owner.
• Billing and subscriptions:
  • View subscription status and usage meters, inspect invoices, or download invoice PDFs: Admin or Owner.
  • Upgrade plans, change billing cycles, enter checkout, update payment details, or cancel or resume subscriptions: Owner only.

Modify member roles or remove access

Change a member's role

1. On the Members page, locate the team member in the table.
2. Click Change role.
3. Select the updated role and click Save role.

Role adjustments take effect on the member's subsequent requests.

Remove a team member

1. Locate the member in the table.
2. Click Remove.
3. In the confirmation dialog, confirm the action.

The user loses access to the organisation and its cost data. An organisation must always retain at least one active Owner. If the sole Owner wishes to depart, they must promote an existing active member to Owner first.

How read-only Hetzner tokens protect your infrastructure

When connecting a Hetzner project, CloudTally strictly mandates a Read-only Hetzner Cloud API token:

1. No infrastructure modification capabilities:
   • A read-only token lacks write scopes in the Hetzner Cloud API.
   • CloudTally cannot create, modify, reboot, stop, resize, or delete cloud servers, block volumes, networks, firewalls, load balancers, or IP addresses.
   • All infrastructure modifications must be made by your team in the Hetzner Cloud Console.
2. Setup validation:
   • During connection setup, CloudTally tests the submitted token. If a token carries write permissions, the connection dialog rejects it and prompts for a read-only token instead.
3. Encrypted token storage and purge:
   • Hetzner API tokens are stored encrypted.
   • The plain-text token is never displayed in the CloudTally interface after initial submission; the interface displays only the token prefix and connection health.
   • Disconnecting a project deletes its saved API token while keeping resource history and cost data. See Manage Hetzner projects and data sync.

Organisation settings and leaving a workspace

Open Settings → General. The ordinary settings use Save; organisation departure and deletion sit separately in the Danger Zone.

Leave an organisation

Select Leave organisation to open the Leave organisation? confirmation. Leaving removes your access to all organisation data. If you are the only Owner, you must assign another Owner before you can leave. Use Cancel to close the confirmation and review member roles.

Delete an organisation

Select Delete organisation to review the Delete organisation? confirmation. Deletion permanently removes the organisation and all associated connections, cost history, budgets and team members. It cannot be undone.

The confirmation requires you to type the organisation’s name before Delete organisation becomes available. Use Cancel to keep the organisation.

Organisation data access and legal notices

Each organisation’s data is kept separate in the database, so members of one organisation cannot see another organisation’s data. Within your organisation, membership and roles determine access to its cost data. Review the role table above before inviting someone or changing their access.

• Privacy policy — Website privacy practices and data processing.
• Terms and conditions — Terms for using CloudTally.
• Data processing agreement — Data processing terms.
• Legal notice — Operator details and legal contacts.
• Contact support — Find the help menu and public contact form.

Troubleshooting

Why can I not see the option to invite members?

The Invite member button is visible only to users holding the Owner role. If you hold an Admin, Member, or Viewer role, the interface displays a notice indicating that organisation owners manage invitations and roles. Contact your organisation Owner to send the invitation.

What happens when an invitation expires?

Invitations expire after 7 days. If a colleague did not accept their invitation within that window, an Owner can click Invite member on the Members page and enter their email address to send a fresh invitation.

Why does inviting fail with a limit notice?

Free tier organisations are limited to 1 user, so an attempt to invite an additional teammate returns a team-member-limit notice. Pro supports up to 10 team members.