Organizations & members

Aquilla groups people and projects into organizations (orgs).

What an organization is

An organization is the scope for billing and for granting roles across more than one project. An org contains zero or more projects, and members: the people who belong to it.

Within an org, a member can hold an org-level role. At Maintainer and Owner, that org-level role grants the same access across every one of the org’s projects, which is handy when someone needs it on many projects at once. Below Maintainer (Viewer, Commenter, Reviewer, Contributor, Project lead), an org-level role by itself doesn’t open any project: those members still need to be added directly, through a team, or through project sharing to see one. Org-level grants use the same role ladder as projects.

The org switcher lists your own personal workspace first, with a house icon and a Personal tag in place of a role. Every other organization follows in alphabetical order.

Members and roles

People become members of a project (or an org) with a specific role that determines what they can do, from read-only viewing up to owning the project. Roles are explained in detail in Roles & permissions.

You add people to individual projects by inviting them (by email or with a shareable link) or, if they already share an org or project with you, by adding them directly; either way, they carry the role you choose.

Aquilla shows every person by username. A person whose account has no username appears as User, with a shape and color taken from their account so two such people stay distinct; hover the name to see their user ID. A raw ID is never the label.

Removing someone from a project

On a project’s Members page each person’s role shows as a plain label (Contributor, Maintainer, and so on) rather than an internal level number. To remove someone, open the actions menu at the end of their row and choose Remove direct access. Aquilla asks you to confirm first (“Remove member”): tick “I understand this action.” and choose Remove. This only takes away the direct access you granted them; any access they still have through an org role, a team, or because they created the project is unaffected. To cut off every way someone can reach a project, use Revoke all access… in the same menu: it lists each access path they hold (direct, org, team), then revokes them all after a typed confirmation.

Shared with you

If another organization shares one of its projects with you directly (without adding you to that whole org), those projects collect on a single Shared with you page, reachable from the sidebar. The sidebar link only appears when something is actually shared with you; each row shows the project, the org hosting it, and the role you hold there. If nothing has been shared with you, the page reads “Nothing shared with you yet.”

Clicking a guest organization in the org switcher takes you straight to that org’s own scoped Shared with you view: the same page, filtered to what that org has shared with you.

Inviting someone to the organization itself

Adding someone to a project is different from adding them to the organization. An org-level invite is owner-only: from the org’s Members page, an owner sends an invite (optionally by email; leave the email blank to get a shareable link instead) with an org role.

The recipient lands on a “Join {organization}” page showing who invited them and what role they’ll get: “Invited by {name} — you’ll join as {role}.” Accepting adds them as an org member with that role. A Maintainer or Owner role applies across every project in the org, not just one. A lower org role (Viewer through Project lead) makes them an org member but doesn’t by itself open any project; they’ll still need to be added to specific projects to see them.

Making someone an Owner

An org Owner can change a member’s org role from the Members page, and Owner is one of the choices, so a workspace that was set up for a partner can be handed over without rebuilding it. Choosing it shows a warning: “Owners get full control of this workspace, including billing, members and deletion. You keep your own ownership, so the workspace is never left unowned. This cannot be undone here: an owner’s role and membership are locked in this table once granted.” After that, the row menu no longer offers Change role or Remove for that Owner.

Managing your org

Org settings, members, and per-project invites live in the Organization area, reachable from the sidebar. The Members page there is also where you add people to specific projects with the Add to projects button; it’s only shown to members who actually hold grant permission, rather than shown and disabled to everyone else. What you can change depends on your org-level role.

Across every organization you belong to, a cross-org project list (reachable from the sidebar as your main dashboard) can be filtered by origin: All, Shared (projects another org shared with you), or Org (only projects your own organizations own).

An org’s sidebar splits into two views, and maintainers and owners also get Comments across projects (see Comments):

Overview shows a dashboard at a glance: summary tiles for project count, Active lanes (with the hint “Target lanes”, counting each target language once across the org and leaving out archived lanes), average translated, validated, and audio percentage, and how many projects are stalled or overdue; and a Projects table listing the org’s most recently updated projects (project, validated progress, status, and when it last updated; the status column already names anything that needs attention). The progress bar shows the validated share, with the translated-but-not-validated share beside it. A long list scrolls inside the table. Every member also sees an AI usage section: how much of the organization’s AI for this week has been used, as a percentage, never as an amount. Maintainers and owners get a Billing button beside it. The same meter appears as a small ring in the AI agent panel: see Using the AI agent. The Team workload and Team usage sections list people by name, so they follow the stricter of the two visibility settings, who can view the member list and who can view member progress. Maintainers and owners can change the badge on each section, but not below the member-list setting: the badge explains this and points to Settings → Security.
Projects holds the full, searchable project table: every project in the org with its per-language progress, your role, activity status (“Not started” or “Stalled”), and any deadline, sortable by project manager (see Project Manager) and filterable by status. New Project also lives here. An org with no projects yet shows “No projects yet. Create a project to start translating.”

Access audit

Owners and maintainers see Access audit in the org sidebar. It shows who can do what, with one tree per person: their organization role, the teams they belong to, the role they actually hold on each project (with where that role comes from, such as direct, team, or creator), and their lane grants by lane name. Where a person has none, the tree says “No teams”, “No project access”, or “No lane grants”. A person with no organization role shows as “Not an organization member”.

The page offers Export CSV and Print. The CSV carries the columns Organization role, Effective role, Comes from, Lane, and Lane role. Anyone else who opens the page reads “The access audit is available to organization owners and maintainers.”

An org can also connect a Monday.com account and push project progress onto a board: see Monday.com integration. It can connect Airtable the same way and keep records in a table up to date: see Airtable integration.

Team settings

A team’s own page (Team → {name}) is tabbed: Projects, Members (with each member’s email, copyable), and an Overview tab still settling. A Maintainer or above sees a Settings icon next to the team’s name, which opens a dedicated page to rename the team or edit its description, both saved as soon as you leave the field, and a Danger zone with Delete team (“Delete ‘{team}’? This removes the team and all its grants.”), which asks you to confirm before it removes anything.

Restoring a deleted file

The org’s Archived page has two tabs: Projects (archived projects) and Recently deleted, which lists files deleted from any project in the org, including files whose project is itself archived. Each row shows the file, its project, and when it was deleted; choose Restore from its row menu to put it back. Restoring needs Project lead access or above on that file’s project; a lower role sees “Only project leads and above can restore a file.”