How to manage team members, roles, permissions, and invitations in your workspace

Team Management

Learn how to build and manage your team by adding members, configuring roles and permissions, sending invitations, and maintaining effective team collaboration.

Overview

Team management encompasses:

Team Members: Add and manage workspace users
Roles & Permissions: Control access and capabilities
Invitations: Invite new team members to join
Collaboration: Enable effective teamwork
Security: Maintain workspace security and access control

Team Structure

Roles and Permissions

Your workspace uses a role-based permission system:

Admin Role

Full workspace control
All permissions enabled
Can manage other admins
Billing and subscription access
Workspace settings configuration

Team Member Role

Standard operational permissions
Client and request management
Service creation and management
Limited administrative access
Cannot modify workspace settings

Custom Roles (Advanced plans)

Create custom permission sets
Tailored access levels
Specific feature access
Department-based roles

Permission Categories

Client Management

view_clients: See client information
create_clients: Add new clients
edit_clients: Modify client details
delete_clients: Remove clients
manage_client_organizations: Handle organizations

Request Management

view_all_requests: See all workspace requests
create_requests: Create new requests
edit_requests: Modify request details
update_request_status: Change request status
assign_requests: Assign requests to team members
delete_requests: Remove requests

Service Management

view_services: See service catalog
create_services: Add new services
edit_services: Modify services
delete_services: Remove services

Financial Management

view_invoices: See billing information
create_invoices: Generate invoices
edit_invoices: Modify invoices
send_invoices: Send invoices to clients
mark_invoices_paid: Update payment status

Workspace Management

manage_workspace_settings: Configure workspace
manage_workspace_members: Handle team members
view_reports: Access analytics
manage_integrations: Configure external tools

Adding Team Members

Prerequisites

Permission: manage_workspace_members
Available team member slots in your plan
Valid email addresses for invitations

Direct Addition

Navigate to Team
- Go to Team in the main navigation
- Click Add Team Member button

Member Information

Required Fields:
- Name: Full name of team member
- Email: Valid email address (must be unique)
- Role: Select appropriate role

Optional Fields:
- Position: Job title or department
- Phone: Contact number
- Avatar: Profile picture

Role Assignment
- Choose from available roles
- Review permissions for selected role
- Consider access needs for their responsibilities
Save and Invite
- Team member account created
- Invitation email sent automatically
- Member appears in team list

Team Invitations

Manage pending invitations:

Send Invitations
- Go to Invitations section
- Click Create Invitation
- Fill invitation details and send

Invitation Management

Available Actions:
- Resend: Send invitation email again
- Cancel: Remove pending invitation
- View Details: See invitation information

Invitation Status
- Pending: Invitation sent, awaiting response
- Accepted: User joined the workspace
- Expired: Invitation timeout reached
- Cancelled: Invitation manually cancelled

Managing Team Members

Viewing Team Information

Team Member Details

Basic information (name, email, position)
Role and permissions
Join date and last activity
Request assignments and workload
Performance metrics

Team Overview

Total team member count
Role distribution
Active vs. inactive members
Recent activity summary

Editing Team Members

Modifiable Information

Name and contact details
Position and department
Role assignment
Avatar and profile information

Role Changes

Promote or demote team members
Adjust permissions as needed
Review access implications
Notify member of changes

Team Member Actions

Deactivate Member

Temporarily disable access
Preserve member data and history
Can be reactivated later
Frees up team member slot

Remove Member

Permanently remove from workspace
Archive member data safely
Cannot be undone
Transfer assignments to other members

Reset Password

Send password reset email
Help members regain access
Security measure for compromised accounts

Role Management

Understanding Roles

Default Roles

Admin: Complete workspace control
Team Member: Standard operational access
Client: Client portal access only

Role Hierarchy

Admins can manage all roles
Team members have limited admin capabilities
Clients have no admin access

Custom Role Creation (Advanced)

Create New Role
- Go to Workspace Settings > Roles & Permissions
- Click Create Custom Role
- Define role name and description
Permission Configuration
- Select specific permissions
- Group related permissions
- Test permission combinations
- Save role configuration
Role Assignment
- Assign to team members
- Monitor role effectiveness
- Adjust permissions as needed