The Project Team tab is where you manage everyone participating in a project - both internal team members and customer contacts. Adding the right people ensures tasks are assigned correctly and stakeholders receive the right notifications throughout the onboarding journey.

Before You Add Customer Team Members

To add customer team members to a project, the project must first be linked to a customer record.

When linking a customer, you can either:

Search for an existing customer
- Recommended when the customer already has projects in GUIDEcx
- Keeps all projects organized under a single customer account
Create a new customer
- Use this option for brand-new customers

Inviting Customer Team Members

Once the project is linked to a customer, you can begin inviting customer team members to participate in the project.

Customer team members can:

Receive task assignments
Complete project tasks
Receive project notifications and reminders
Collaborate and message directly within the project

Best Practice: Invite Customers While the Project Is Pending

Important: Add customer team members while the project is still in a Pending status.

This prevents invitation emails and project notifications from sending immediately.

When the project is moved to On Time, invitation emails will automatically send.
If you add customer team members to an active, in-flight project, invitations and notifications will send immediately.

Why Assigning the Right People Matters

Successful onboarding projects depend on involving the right customer stakeholders at the right time.

GUIDEcx automatically notifies assigned users when:

Tasks become ready
Deadlines approach
Action is required

By properly assigning customer team members and roles, you ensure:

Clear accountability
Faster project progression
Better customer engagement
Fewer missed tasks and delays

Customer Roles

Customer Roles help GUIDEcx determine who should be assigned to specific customer-facing tasks within a project.

Before assigning customer tasks, make sure your customer roles are properly configured (created and added to templates for easy assignment!).

Examples of customer roles may include:

Project Manager
Executive Sponsor
IT Lead
System Administrator
Trainer

Once roles are configured, GUIDEcx can automatically assign the correct customer contacts to tasks during project creation.

Learn more in this article: Resource Management – Managing Customer Roles

Internal Roles

Internal Roles help GUIDEcx determine who should be assigned to specific internal-facing tasks within a project.

Before assigning internal tasks, make sure your Project roles are properly configured (created and added to templates for easy assignment!).

Examples of Internal roles may include:

Project Manager
Engineering
System Administrator
Trainer

Once roles are configured, you can assign the correct internal team members to the right tasks during project creation. Learn about the 'Smart Assign' aka Dispatching here.

Learn more in this article: Resource Management – Managing Project Roles

Internal Team Members vs Customer Team Members

Team Type	Purpose
Internal Team Members	Your organization’s delivery and implementation team
Customer Team Members	Customer stakeholders participating in the onboarding project

Both groups work together within the same project, but permissions, notifications, and assignments may differ based on role configuration.

Best Practices

Link projects to existing customer records whenever possible
Add customer team members before starting the project (moving it out of a 'Pending' status)
Configure customer roles before launching templates at scale
Invite only relevant stakeholders to reduce notification fatigue
Verify email addresses before sending invitations
Roles are required for customers and internal users to be on the project. If you need someone on the project for visibility - consider adding them as a 'Team Member' Role