Team Management

Organize your workspace with a flexible hierarchy of organizations, teams, and members.

The Team app provides a comprehensive organizational structure for managing who has access to your workspace and what they can do. With a three-tier hierarchy (Organizations, Teams, Members), role-based access control, and intuitive drag-and-drop management, you can easily scale your workspace from small teams to enterprise organizations.

To access the Team app, navigate to Team in the sidebar or go to /apps/team in your workspace.

Team Structure

collab.space uses a three-tier organizational hierarchy:

Level	Description	Contains
Organizations	Top-level groups (e.g., departments, clients, divisions)	Multiple teams
Teams	Working groups within an organization	Multiple members
Members	Individual users assigned to teams	Roles and permissions

How It Works

• Every workspace starts with a default organization and team
• Members belong to teams, and teams belong to organizations
• A user can be a member of multiple teams across different organizations
• Permissions are determined by a member's role within their team

Member Roles

Each member is assigned a role that determines what they can do in the workspace:

Role	Description	Key Permissions
Space Owner	Full ownership of the workspace	All permissions including archive and delete
Administrator	Manage workspace settings and users	All features except archive/delete space
Contributor	Create and edit content	Create, update, and comment on items
Approver	Review and approve items	View all items, publish documents
View Only	Read-only access	View items only, no editing
Disabled	No access to the workspace	No permissions

Role Permissions by Resource

Roles control access to different resources in the workspace:

Role	Documents	Files	Issues	Meetings	Milestones
Space Owner	Full	Full	Full	Full	Full
Administrator	Full	Full	Full	Full	Full
Contributor	Create/Edit	Create/Edit	Create/Edit	Create/Edit	Create/Edit
Approver	View/Publish	View	View	View	View
View Only	View	View	View	View	View
Disabled	None	None	None	None	None

Managing Team Members

Inviting Members

1. Navigate to the Team app
2. Expand the organization and team where you want to add members
3. Click the Invite Members button (appears on hover)
4. Enter one or more email addresses
   • Supports multiple delimiters: comma, tab, space, or Enter
   • Paste from spreadsheets for bulk entry
5. Select the role for the new members
6. Click Invite

New users receive an email with a one-time password (OTP) to verify their account and join the workspace.

Changing Member Roles

1. Find the member in their team
2. Click on their role badge
3. Select a new role from the dropdown
4. Review the permissions preview
5. Save changes

Role Overrides

By default, members inherit the team's default role. You can override this for individual members:

• Override: Click the role badge and select a different role
• Reset to Default: Click "Use Default" to remove the override and inherit the team's default role

Members with role overrides display a secondary badge style to indicate the override.

Removing Members

1. Hover over the member you want to remove
2. Click the remove button (X icon)
3. Confirm the removal

Removed members lose access to the workspace immediately. To regain access, they must be invited again.

Transferring Members Between Teams

1. Ensure both source and destination teams are expanded
2. Hover over the member to reveal the drag handle
3. Drag the member to the new team
4. Drop them in the destination team area

The member's role is preserved during transfer.

Creating Teams

Add a New Team

1. Expand the organization where you want to add a team
2. Click the Add Team button
3. Enter the team name and short name
4. Choose an icon (from the icon picker or upload a custom image)
5. Select the default role for new members
6. Review the permissions preview
7. Click Create

Team Settings

Access team settings by clicking the settings button (gear icon) on a team:

Settings Tab:

• Edit team name and short name
• Change the team icon
• Update the default role for new members

Manage Tab:

• Archive Team: Disable the team (requires all members to be disabled first)
• Delete Team: Permanently remove the team (requires no members)

Creating Organizations

Add a New Organization

1. Click the Add Organization button at the top of the Team app
2. Enter the organization name and short name
3. Upload a logo (optional)
4. Add administrator email addresses (optional - they will be automatically invited)
5. Click Create

A default "Administrators" team is automatically created within new organizations.

Organization Settings

Click the settings button on an organization to:

• Edit organization name and short name
• Update the organization logo
• Manage email domains (for automatic team assignment)

Team-Based Permissions

How Permissions Work

collab.space uses a two-tier authorization system:

1. Role Permissions: What actions a user can perform (create, edit, delete, etc.)
2. Record Access: Which specific records a user can see

A user can only perform an action if they have both:

• The role permission for that action
• Access to the specific record

Permission Scopes

Scope	Description	Example
Space	Applies to the entire workspace	Create new issues
Record	Applies to specific items	Edit a particular document

Space Management Permissions

Permission	Space Owner	Administrator	Contributor	Others
Update Settings	Yes	Yes	No	No
Invite Members	Yes	Yes	No	No
Remove Members	Yes	Yes	No	No
Manage Teams	Yes	Yes	Yes	No
Manage Organizations	Yes	Yes	No	No
Archive Space	Yes	No	No	No
Delete Space	Yes	No	No	No

Search and Navigation

Global Search

The Team app includes a real-time search that filters across:

• Organization names
• Team names
• Member names and emails
• Member roles

Search preserves the hierarchical structure, showing parent organizations and teams for matching members.

Expand/Collapse Controls

• Click the expand button on organizations to show/hide teams
• Click the expand button on teams to show/hide members
• Use "Expand All" / "Collapse All" for bulk control

Best Practices

Organize by Function

Structure your organizations by department, client, or project to reflect how your team actually works:

• Engineering Organization: Frontend Team, Backend Team, QA Team
• Client Organization: Account Team, Delivery Team

Set Team Default Roles

Configure each team with an appropriate default role to minimize manual role assignment:

• Leadership teams: Administrator
• Working teams: Contributor
• External stakeholders: View Only

Use Role Overrides Sparingly

Rely on team default roles when possible. Use individual overrides only when a member needs different permissions than their teammates.

Regular Access Audits

Periodically review:

• Members with elevated roles (Administrator, Space Owner)
• Disabled accounts that should be removed
• Team membership accuracy

Billable Users

The workspace tracks billable users based on their role capabilities:

• Billable: Users with any "create" permission (Space Owner, Administrator, Contributor)
• Non-billable: Users with read-only access (Approver, View Only, Disabled)

View the current billable user count in the Team app footer.

Next Steps

• Issues Overview - Learn about task and issue tracking
• Meetings Overview - Explore meeting management
• Documents - Work with documents and files