Team Management
Team Management provides a centralized interface for inviting team members, assigning roles, and managing access across your organization. It combines user management with role assignment and workspace scoping, allowing you to build and maintain your team efficiently while ensuring proper access control.
Understanding Team Management
Team Management streamlines the process of building and maintaining your team by combining user invitations, role assignments, and access control in one place.
User Invitations
Invite new team members via email. They receive invitations and can join immediately after accepting. Track invitation status (pending/accepted).
Role Assignment
Assign roles to team members during invitation or after they join. Roles determine what features and actions users can access.
Access Management
Update roles as responsibilities change, deactivate users who no longer need access, and maintain an up-to-date team roster.
Common Use Cases
Onboarding New Hires
Quickly onboard new team members by sending invitations with appropriate roles. They can join and start working immediately after accepting.
Role Changes
When team members are promoted or change departments, update their roles to reflect new responsibilities. Changes take effect immediately.
Offboarding
When team members leave, deactivate or remove their access immediately to maintain security. Track who has access at all times.
Access Audits
Regularly review team membership to ensure only current team members have access. Identify and remove access for departed members.
Key Benefits
Centralized Management
Manage all team members from one location. View user details, roles, workspace assignments, and invitation status in one place.
Quick Onboarding
Invite new team members quickly with email invitations. They can join and start working immediately after accepting, with appropriate roles already assigned.
Secure Access Control
Control who has access to what features through role assignments. Revoke access immediately when needed to maintain security.
Flexible Updates
Update roles and access as responsibilities change. Changes take effect immediately, ensuring team members always have appropriate access.
Inviting Team Members
Invite new team members to join your organization and assign them appropriate roles.
Step 1: Navigate to Team Management
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Go to Teams: Navigate to Teams in the main navigation menu.
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Click Team Management: Select Team Management from the Teams submenu.
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Click Add New Team Member: Look for the Add New Team Member or Invite button, typically at the top of the team members list.
Step 2: Enter Team Member Details
Fill in the team member information:
Required Information
- Name: The team member's full name (e.g., "Jane Doe")
- Email: The team member's email address. This will be used for the invitation and login
- Default Role(s): Select one or more roles to assign to the team member
- Workspace(s) (if applicable): If using workspaces, specify which workspace(s) the team member should belong to and which roles apply to each workspace
Best Practice: Use company email addresses for traceability and security. Assign roles based on job functions, not individual preferences. Start with minimal permissions and add more only when needed.
Step 3: Send Invitation
After entering team member details:
- Review the team member information and role assignments
- Click Send Invitation or Invite
- The team member will receive an email invitation with a link to join
- The invitation status will be tracked (pending/accepted) in the team members list
After Invitation Sent
- The team member appears in your team list with "Pending" status
- They receive an email with instructions to join
- Once they accept, their status changes to "Active"
- They can immediately access features based on their assigned roles
Managing Team Membership
Once team members are added, you can manage their access by updating roles, workspaces, or deactivating accounts.
Updating Roles
When team member responsibilities change:
- Go to Teams → Team Management
- Find the team member you want to update
- Click Edit or Manage Roles for that team member
- Add, remove, or modify role assignments
- If using workspaces, update workspace-specific role assignments
- Save changes - updates take effect immediately
Immediate Effect: Role changes take effect immediately. Team members may need to refresh their browser or log out and back in to see permission changes reflected in the interface.
Deactivating or Removing Team Members
When team members no longer need access:
Deactivate
Temporarily disable access without removing the team member account. The team member cannot log in, but their data and history are preserved.
Use when: Team member is on leave, temporarily unavailable, or you want to preserve their data.
Remove
Permanently delete the team member account. This action may be irreversible and should be used with caution.
Use when: Team member has permanently left and you want to clean up the team list. Consider data retention policies first.
Important: Always deactivate or remove team member access immediately when they leave. Delayed access removal is a security risk. Review your organization's data retention policies before permanently removing team members.
Activity Logs
Where available, activity logs help you review team member actions:
What to Monitor
- Recent Actions: Review recent actions taken by team members to understand usage patterns
- Access Patterns: Monitor which features team members are accessing to verify appropriate usage
- Unusual Activity: Identify unusual access patterns that might indicate security issues or misuse
- Compliance: Use activity logs for compliance reviews and audits
Best Practices
Team Onboarding
- Enforce Least-Privilege: Start with minimal permissions by default. Grant only what team members need for their day-to-day tasks.
- Use Company Emails: Always use company email addresses for traceability and security. Personal emails make it harder to manage access when team members leave.
- Assign Appropriate Roles: Assign roles based on job functions, not individual preferences. Start with minimal permissions and add more only when needed.
- Verify Invitations: Confirm that team members receive and accept invitations. Follow up if invitations remain pending for extended periods.
Access Management
- Regular Reviews: Review team membership monthly, especially after organizational changes. Identify and remove access for team members who no longer need it.
- Immediate Updates: Update role assignments immediately when responsibilities change. Don't wait for scheduled reviews.
- Prompt Removal: Deactivate or remove access immediately when team members leave. Delayed access removal is a security risk.
- Track Changes: Use activity logs (where available) to review recent actions and identify potential issues.
Security
- Least Privilege: Always grant the minimum access necessary. Team members should only have permissions they need for their job functions.
- Regular Audits: Conduct quarterly audits of all team member access to ensure it still matches current responsibilities.
- Monitor Activity: Periodically review activity logs (where available) to identify unusual access patterns or potential security issues.
- Document Changes: Document significant access changes for audit purposes and future reference.
Troubleshooting
Team member did not receive invitation email
Checklist:
- Check email address: Verify the email address was entered correctly. Typos in email addresses will prevent delivery.
- Check spam folder: Invitation emails may be filtered to spam. Ask the team member to check their spam/junk folder.
- Email configuration: Verify that email is properly configured in Settings. Check SMTP settings and test email delivery.
- Resend invitation: Try resending the invitation. Some email providers may delay or block first-time emails.
- Check invitation status: Review the invitation status in the Team Management list. If it shows as "Sent", the email was dispatched successfully.
Cannot assign roles to team members
Checklist:
- Check permissions: Ensure you have the necessary permissions to manage team members. Typically requires "teams" or "role_management" module permissions.
- Verify role exists: Confirm that the role you're trying to assign actually exists. Roles must be created before they can be assigned.
- Workspace context: If using workspaces, ensure you're in a workspace where you have team management permissions.
- Super Admin: Super Admins can always assign roles. If you're a Super Admin and still can't, contact support.