Team Management

Last Updated: 28/11/2025

Teams allow you to organize your organization's members and manage access to subscriptions and catalogues. Each team is associated with a subscription license and has defined roles that control what members can do.

Understanding Teams

What is a Team?

A team is a group of users within your organization who work together on shared subscriptions and catalogues. Teams:

• Are linked to a specific subscription license
• Have multiple members with different roles and permissions
• Allow collaborative work on products and catalogues
• Provide access control based on user role

Team Structure

Organization (Client)
    ├─ Team 1 (linked to Subscription A)
    │   ├─ Company Admin (1 or more)
    │   ├─ Team Admin (optional)
    │   └─ Members (optional)
    │
    ├─ Team 2 (linked to Subscription B)
    │   ├─ Company Admin
    │   ├─ Team Admin
    │   └─ Members
    │
    └─ Team 3 (linked to Subscription C)
        └─ Company Admin

Accessing Teams

1. Go to Profile section
2. Navigate to "My Teams" tab
3. View all teams you have access to
4. Each team shows:
   • Team name
   • Member count
   • Subscription linked
   • Creation date
   • Current status

Team Roles

Your organization has three primary team roles:

• Company Admin - Highest level access, manages team and settings
• Team Admin - Manages team members and resources
• Member - Standard access for team collaboration

See the permissions matrix below for detailed capabilities of each role.

Team Dashboard

Team Card Layout

Each team displays as a card showing:

Team Header:

• Team name (editable by Company Admin)
• Quick action buttons (Edit, Add Member)

Team Information:

• Status - Active/Inactive indicator (tag)
• Members - Total member count
• Created - When team was established
• Subscription - Which license this team uses

Members Table:

• List of all team members
• Shows role, status, and join date
• Action menu for each member

Team Status

Teams can have different status:

• Active - Team is in use and functional
• Inactive - Team is not currently active
• Pending - Team setup not complete

Managing Team Members

Adding Members to a Team

Who can add:

• Company Admin
• Team Admin
• Member (can suggest additions)

To add a member:

1. Open the team card
2. Click "Add Member" button
3. Add Member Modal opens
4. Choose how to add:
   • Add existing user - Invite someone already in system
   • Invite new user - Send invitation to new email

For Existing Users:

1. Search by email or name
2. Select from list
3. Choose member role:
   • Team Admin - Can manage team members
   • Member - Standard team member
4. Click "Add"
5. User is added immediately

For New Users:

1. Enter email address
2. Optionally add first and last name
3. Choose member role (Team Admin or Member)
4. Click "Send Invite"
5. Invitation email sent
6. User appears as "Pending" until they accept

Member Status

Members can have different statuses:

Status	Meaning	Actions Available
Active	Member accepted and active	Change role, Remove
Pending	Invitation sent, awaiting acceptance	Resend invite, Remove
Deleted	Member was removed	—

Changing Member Roles

Who can change roles:

• Company Admin (can change any role)
• Team Admin (can change Member ↔ Team Admin)

To change a member's role:

1. Open the team card
2. Click "Edit" button
3. Members table enters edit mode
4. Click role dropdown for member you want to change
5. Select new role:
   • Team Admin - Promote to admin
   • Member - Demote to member
6. Click "Save" to confirm changes
7. Member is notified of role change

Restrictions:

• Cannot edit Company Admin role
• Team Admin cannot remove other Team Admins
• At least one Company Admin must exist

Removing Members from Team

Who can remove:

• Company Admin (can remove anyone)
• Team Admin (can remove Members and other Team Admins)

To remove a member:

1. Open the team card
2. Click the three-dot menu (⋯) next to member
3. Select "Remove"
4. Confirmation dialog appears
5. Click "Remove" to confirm
6. Member removed from team
7. Removed member is notified

Important:

• Removal is immediate
• Member loses access to team catalogues/orders
• Cannot be undone (must re-invite to add again)
• Company Admin cannot be removed

Resending Invitations

If a member hasn't accepted their invitation yet (status: Pending):

1. Open the team card
2. Click the three-dot menu (⋯) next to pending member
3. Select "Resend Invite"
4. New invitation email sent
5. Member can accept from new email

When to resend:

• Member didn't receive original email
• Invitation link expired
• Member needs reminder

Team Permissions Matrix

What Each Role Can Do

Action	Company Admin	Team Admin	Member
View team members	✓	✓	✓
Add member	✓	✓	✗
Change member role	✓	✓*	✗
Remove member	✓	✓	✗
Edit team name	✓	✗	✗
Edit team settings	✓	✗	✗
Manage subscription	✓	✗	✗
Create catalogues	✓	✓	✓
Create orders	✓	✓	✓
View analytics	✓	✓	✓

Legend:
✓ = Can Do
✗ = Cannot Do

*Team Admin can only change between Member and Team Admin, not Company Admin

Team Editing

Edit Mode

Who can edit:

• Company Admin
• Team Admin

What can be edited:

Team Name:

• Click team name input field
• Edit name
• Save applies immediately

Member Roles:

• Select role dropdown for each member
• Choose new role
• Changes only apply when you click "Save"

To edit a team:

1. Open the team card
2. Click "Edit" button
3. Team enters edit mode:
   • Team name becomes editable input
   • Member role fields become dropdowns
   • "Save" and "Cancel" buttons appear
4. Make changes as needed
5. Click "Save" to apply all changes
6. Or click "Cancel" to discard changes

Notifications:

• Members are notified of role changes
• Company Admins are notified of any changes

Team Subscription Link

Each team is linked to exactly one subscription/license. This subscription:

• Determines available features
• Limits number of catalogues and orders
• Sets bandwidth and storage allocation
• Controls which products can be accessed

Team with Subscription:

• Shows subscription name/ID in team info
• Can create catalogues under that subscription
• Orders placed contribute to subscription usage
• Renewal date tied to subscription

If Subscription Expires:

• Team remains visible but inactive
• Cannot create new catalogues
• Cannot place new orders
• Existing catalogues remain but not editable
• Contact admin to renew subscription

Best Practices

Team Organization

Structure:

• Create teams by department or project
• Align teams with subscription licenses
• Keep related members in same team
• Use clear, descriptive team names

Naming:

• Include team purpose: "Marketing Team Q4 2024"
• Include subscription type: "Basic Plan Team"
• Avoid generic names: "Team 1" or "Group A"

Member Management

Adding Members:

• Verify email addresses before inviting
• Set correct role from the start
• Document who should be Team Admin
• Monitor pending invitations

Role Assignment:

• Company Admin: Account owner, account manager
• Team Admin: Department lead, supervisor
• Member: Regular team members
• Avoid over-promoting to Team Admin

Maintenance:

• Remove inactive members periodically
• Update roles when responsibilities change
• Resend invitations if not accepted
• Monitor team member count

Security

Access Control:

• Limited Company Admins access
• Multiple Team Admins for redundancy
• Regular review of member list
• Remove users who leave organization

Notifications:

• Members notified of role changes
• Admins notified of additions/removals
• Track all team activity through notifications

Workflow Example

Step 1: Create/View Team
├─ Go to Profile → My Teams
├─ See "Marketing Team" (Active, 5 members)
└─ Team linked to "Professional Subscription"

Step 2: Add New Member
├─ Click "Add Member"
├─ Enter: john.smith@company.com
├─ Select role: Member
├─ Click "Send Invite"
└─ John added as Pending

Step 3: Manage Existing Member
├─ Click "Edit"
├─ Change Sarah's role: Member → Team Admin
├─ Click "Save"
└─ Sarah notified of promotion

Step 4: Remove Inactive Member
├─ Click three-dot menu next to Bob
├─ Select "Remove"
├─ Confirm removal
└─ Bob removed, loses team access

Step 5: Complete
├─ Team now has 6 members (John pending)
├─ Sarah is Team Admin
├─ All changes saved
└─ Notifications sent to affected users

Troubleshooting

Cannot Add Member

Possible causes:

• User already in team
• Email doesn't exist in system
• Subscription user limit reached

Solutions:

• Verify email address
• Check if user already member
• Contact admin to upgrade subscription

Cannot Change Roles

Possible causes:

• You don't have Company Admin role
• Trying to change Company Admin
• System error

Solutions:

• Check your role in team
• Contact Company Admin for role changes
• Try different browser/refresh page

Invited Member Not Receiving Email

Causes:

• Email marked as spam
• Wrong email address
• Mail server issues

Solutions:

• Check email spam/junk folder
• Verify correct email address
• Resend invitation

Cannot Edit Team

Causes:

• You're a Member (not Admin)
• Team is archived/inactive

Solutions:

• Ask Team Admin to make changes
• Check team status
• Contact support if team inactive