Team Management

Collaborate with your team members by inviting them to your workspace. This guide covers team structure, roles, invitations, and member management.

Overview

Teams allow you to:

• Share templates across your organization
• Collaborate on document generation
• Control access with role-based permissions
• Manage integrations centrally
• Share custom fonts and settings

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Team Structure

How Teams Work

• Every account belongs to a team
• Teams own all resources (templates, fonts, integrations, API keys)
• Team members share access to team resources
• Each user has one active team context at a time

Team Resources

All of these are shared within a team:

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Member Roles

Available Roles

Role Permissions Detail

Owner

• ✅ Create and edit templates
• ✅ Delete templates
• ✅ Manage integrations
• ✅ Upload custom fonts
• ✅ Generate PDFs
• ✅ Invite members
• ✅ Remove members
• ✅ Change member roles
• ✅ Manage subscription and billing
• ✅ Delete team

Admin

• ✅ Create and edit templates
• ✅ Delete templates
• ✅ Manage integrations
• ✅ Upload custom fonts
• ✅ Generate PDFs
• ✅ Invite members
• ✅ Remove members (except Owner)
• ❌ Manage subscription
• ❌ Delete team

Member

• ❌ Create or edit templates
• ❌ Delete templates
• ❌ Manage integrations
• ❌ Upload fonts
• ✅ Generate PDFs from existing templates
• ✅ View templates
• ❌ Invite or remove members
• ❌ Manage subscription

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Inviting Team Members

How to Send Invitations

1. Navigate to Settings → Team
2. Click the Invite Member button
3. Enter the invitee's email address
4. Select their role (Admin or Member)
5. Click Send Invitation

Invitation Process

1. Invitation Sent: Email is sent to the invitee
2. Pending: Invitation awaits acceptance (7-day validity)
3. Accepted: User joins your team
4. Expired: Invitation expires after 7 days if not accepted

Invitation Email

The invitee receives an email containing:

• Your team name
• Invitation to join
• Link to accept the invitation
• Expiration notice

What Happens When Accepted

1. Invitee clicks the acceptance link
2. If not registered, they're prompted to create an account
3. If registered, they're added to your team
4. Their team context switches to your team

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Import Members from CRM

Salesforce Import

Import team members directly from your Salesforce org:

1. Go to Settings → Team
2. Click Import from Salesforce
3. Select users to invite
4. Choose default role
5. Send invitations

HubSpot Import

Import team members from HubSpot:

1. Go to Settings → Team
2. Click Import from HubSpot
3. Select users to invite
4. Choose default role
5. Send invitations

Benefits of CRM Import

• Quickly invite your existing CRM users
• No need to manually enter emails
• Users already familiar with CRM data

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Managing Invitations

Viewing Pending Invitations

1. Go to Settings → Team
2. Look for the Pending Invitations section
3. View status of all sent invitations

Invitation Status

Resending Invitations

If an invitation wasn't received:

1. Find the pending invitation
2. Click Resend
3. A new email is sent
4. Original expiration is reset

Revoking Invitations

To cancel a pending invitation:

1. Find the pending invitation
2. Click Revoke or the delete icon
3. Confirm the revocation
4. The invitation link becomes invalid

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Managing Team Members

Viewing Team Members

1. Go to Settings → Team
2. See a list of all team members
3. View their roles and join dates

Changing Member Roles

To change a member's role (Owner/Admin only):

1. Find the member in the list
2. Click on their role dropdown
3. Select the new role
4. Confirm the change

Note: You cannot demote yourself or change the Owner's role (unless transferring ownership).

Removing Team Members

To remove a member (Owner/Admin only):

1. Find the member in the list
2. Click the Remove button
3. Confirm the removal
4. The member loses access immediately

What Happens When Removed

• Member loses access to all team resources
• Their personal account remains active
• They can be re-invited later
• Any work they did remains with the team

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Switching Teams

Multi-Team Access

Users can belong to multiple teams:

• Your own team (if you created one)
• Teams you've been invited to

How to Switch Teams

1. Look for the team selector in the header/settings
2. Click to open the team list
3. Select the team to switch to
4. Your context changes to that team

Active Team Context

• Only one team is active at a time
• All actions apply to the active team
• Templates and settings shown are from active team

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Team Settings

Team Information

View and edit basic team details:

• Team Name: Display name for your team
• Created: When the team was created
• Owner: Team owner information

Managing Team Settings

1. Go to Settings → Team
2. Click Team Settings or edit icon
3. Update team name if needed
4. Save changes

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Best Practices

1. Use Appropriate Roles

• Admin: For users who need to create/edit templates
• Member: For users who only need to generate PDFs

2. Regular Access Review

Periodically review team members:

• Remove users who no longer need access
• Update roles as responsibilities change
• Revoke stale pending invitations

3. Secure Invitation Flow

• Send invitations only to valid work emails
• Don't share invitation links
• Revoke invitations if sent to wrong person

4. Document Team Structure

Keep track of:

• Who has which role
• Purpose of each member's access
• When access was granted

5. Onboarding New Members

When adding new team members:

• Explain the platform features
• Point them to documentation
• Start with Member role, upgrade as needed

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Troubleshooting

Invitation Not Received

Solutions:

1. Check spam/junk folder
2. Verify email address is correct
3. Try resending the invitation
4. Ask invitee to add sender to safe list

Cannot Accept Invitation

Solutions:

1. Verify invitation hasn't expired (7-day limit)
2. Check invitation wasn't revoked
3. Ensure clicking the correct link
4. Try creating an account first

Member Not Seeing Resources

Solutions:

1. Verify they accepted the invitation
2. Check they're in the correct team context
3. Verify their role has appropriate permissions
4. Check subscription is active

Cannot Remove Member

Solutions:

1. Only Owner and Admin can remove members
2. Cannot remove the Owner
3. Check your own role permissions

Role Change Not Working

Solutions:

1. Only Owner and Admin can change roles
2. Cannot change Owner's role directly
3. Verify you're in the correct team

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Limits and Restrictions

Team Members by Plan

Invitation Limits

• Invitations expire after 7 days
• No limit on pending invitations
• Cannot invite same email twice (while pending)

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Next Steps

• Subscription Plans - Team member limits by plan
• Integrations - Connect shared integrations
• Templates - Create shared templates