Roles and permissions

determine what each member can do inside a workspace. This helps keep your workspace secure, organized, and easier to manage as the team grows.

Why roles matter

Not every member needs the same level of access. Roles help control:

• who can manage workspace settings
• who can invite or remove team members
• who can edit operational data
• who can handle verification-related flows
• who should only have visibility

Common workspace roles

Owner

The highest level of control in the workspace. Owners typically manage:

• workspace setup
• team structure
• major settings
• high-level oversight

Admin

Admins help manage the workspace and support the owner. Admins may help with:

• inviting members
• editing workspace-level settings
• supporting operations and oversight

Lead

Leads usually help coordinate execution and support team accountability.

Manager

Managers handle day-to-day work such as:

• projects
• deals
• follow-ups
• relationship tracking

Viewer

Viewers usually have limited access and are best for people who need visibility without broad editing control.

Why permission control is important

Good permission structure helps prevent:

• accidental edits
• role confusion
• access misuse
• workspace disorder
• too many people controlling sensitive settings

💡Best practices

• keep owner access limited
• only give admin access to trusted operators
• assign managers to active workflow roles
• use viewer access when someone only needs visibility

Invite team members

Once your workspace is ready, the next step is bringing in the rest of your team. Inviting team members allows your workspace to move from a solo setup into a real operational environment.

Why inviting team members matters

Inviting the right people helps you:

• share responsibility
• assign projects and deals
• improve accountability
• track execution more clearly
• build a real team workflow inside one workspace

To invite team members

1. 1.Open the Team page.
2. 2.Click Invite Member.
3. 3.Enter the team member’s email address.
4. 4.Choose the correct role.
5. 5.Send the invitation.

What happens after sending an invite

After the invitation is sent:

• the invited user receives a workspace invitation
• they can accept or decline it
• once accepted, they become an active member of the workspace

Member statuses

Common member states may include:

• INVITED - the invite was sent but not yet accepted
• ACTIVE - the user is an active workspace member
• DISABLED - the user is no longer active in the workspace

Before inviting someone

Make sure you know:

• what role they should have
• whether they actually need workspace access
• whether your current plan still has room for more active members

💡Best practices

• invite only people who need real access
• assign the lowest role that still fits their work
• avoid giving admin access too casually
• review pending invites if they stay unaccepted for too long

Workspaces

Workspace overview

A workspace is the main operating environment for your team inside CollabOS. It is where your members, projects, deals, settings, branding, verification, and public hiring presence all come together.

What a workspace includes

A workspace can include:

• team members and roles
• projects
• deals
• workspace branding
• workspace verification
• public hiring information
• public links
• billing and usage context

Why workspaces matter

Workspaces keep your operations separated and organized. This matters if you:

• run a community and want internal team structure
• operate an agency with multiple members
• need a clear place for outreach and deal tracking
• want a public-facing hiring page tied to your team identity

How workspaces are used in CollabOS

A typical workflow starts with a workspace, then expands into:

1. 1.inviting members
2. 2.assigning roles
3. 3.creating projects
4. 4.creating deals
5. 5.managing follow-ups
6. 6.configuring public hiring
7. 7.building public trust through verification

What makes a workspace useful

A strong workspace is not just a container. It becomes your team’s operating system for:

• collaboration
• visibility
• accountability
• hiring
• trust

💡Best practices

• keep one clear purpose per workspace
• make the workspace name simple and recognizable
• set roles early
• configure branding and links before making the workspace public
• review workspace settings regularly as the team grows

Workspace settings

Workspace settings let you control the core identity and configuration of your workspace. This is where owners and admins manage how the workspace looks, how it behaves publicly, and what information is shared.

What you can manage in workspace settings

Depending on your current setup, workspace settings may include:

• workspace name
• timezone
• workspace type
• description
• public hiring toggle
• hiring title
• hiring description
• pay per week
• skills and expertise
• website link
• X / Twitter link
• Discord link
• Telegram link
• logo
• banner

Why workspace settings matter

Workspace settings shape both:

• your internal team environment
• your public-facing hiring and profile presence

Well-managed settings help your workspace look credible and stay organized.

Common reasons to update workspace settings

You may update workspace settings when:

• your branding changes
• your hiring status changes
• your workspace description improves
• you add new public links
• your team becomes ready for public visibility
• you want to update the hiring offer or role expectations

Who should manage workspace settings

Workspace settings should typically be managed by:

• owners
• admins

These settings should not usually be left open to all members, because they affect the workspace’s public identity and operations structure.

💡Best practices

• keep your workspace description clear and professional
• use real public links only
• make sure your hiring details are current
• update branding assets so the public profile feels complete
• review settings before sending people to your public workspace page

Workspace branding

Workspace branding controls how your workspace looks visually inside CollabOS and on public workspace pages. Strong branding makes your workspace feel more credible, more complete, and easier to recognize.

Main branding elements

Workspace branding usually includes:

• workspace logo
• workspace banner
• workspace name
• public visual identity

Workspace logo

Your logo appears in places like:

• workspace selector
• dashboard context areas
• internal workspace identity surfaces
• public workspace presentation

A strong logo helps your team and visitors recognize the workspace quickly.

Workspace banner

Your banner appears on the public workspace profile and helps define the workspace visually. A good banner can make the page feel:

• more polished
• more trustworthy
• more intentional
• more professional

Why branding matters

Branding helps with:

• first impressions
• hiring credibility
• trust signals
• internal clarity for team members
• stronger public presentation

This is especially important if your workspace is public or actively hiring.

Recommended branding approach

Use:

• a clean logo
• a clear banner
• consistent naming
• public links that match your branding

Avoid:

• blurry images
• temporary graphics
• inconsistent names across channels
• public pages with missing visuals

💡Best practices

• upload a professional logo, even if simple
• use a banner that reflects your team or brand identity
• keep visuals consistent with your X, Discord, and website presence
• update branding before turning on public hiring

Workspace verification

Workspace verification helps your community or agency appear more trusted on public workspace surfaces inside CollabOS. It is a trust feature designed to show that the workspace has been reviewed and linked to a legitimate public identity.

Why workspace verification matters

Verification helps:

• increase trust
• make hiring pages more credible
• improve public confidence
• differentiate legitimate teams from low-trust profiles
• strengthen brand presence

Who can usually submit

Workspace verification is typically managed by:

• workspace owners
• workspace admins

This keeps verification tied to trusted operators inside the workspace.

How workspace verification works

The usual flow is:

1. 1.open the workspace verification page
2. 2.submit the workspace X handle
3. 3.receive a verification code
4. 4.send that code from the workspace or official brand account
5. 5.optionally include supporting proof
6. 6.wait for admin review

What verification may require

A workspace verification request may involve:

• official X handle
• proof link
• verification code
• notes for review

Possible statuses

Workspace verification requests may move through statuses such as:

• pending
• under review
• approved
• rejected
• revoked

If approved A verified workspace can display a trusted badge on relevant public surfaces.

💡Best practices

• submit from the real official workspace identity
• make sure public branding matches the claimed account
• provide clear proof where needed
• avoid submitting incomplete or unclear information

Public workspace profile

The public workspace profile is the public-facing page for your workspace inside CollabOS. It is where people can learn who you are, what your team does, and whether you are hiring.

What the public workspace profile can show

A public workspace profile may include:

• workspace name
• logo
• banner
• description
• workspace type
• verification status
• hiring information
• website and social links
• owner or public identity details
• public credibility signals

Why this page matters

Your public workspace profile acts like a trust and discovery page. It helps:

• potential hires understand your team
• other users assess legitimacy
• your workspace look more complete and serious
• visitors connect your public identity to your CollabOS presence

What makes a strong public workspace profile

A strong profile usually has:

• a clean logo
• a proper banner
• a clear description
• accurate links
• a complete hiring message
• verification if available

When to improve this page

You should improve the public workspace profile when:

• your workspace is becoming public
• you are hiring
• your team wants stronger brand presentation
• you are sending applicants or collaborators to your CollabOS page

💡Best practices

• write a description that explains what the workspace actually does
• keep links active and current
• make visuals consistent with your public brand
• turn on public hiring only when the page is ready
• pursue verification if the workspace is actively hiring or recruiting

Public hiring setup

Public hiring setup controls whether your workspace appears as hiring and what information applicants or visitors can see. This is one of the most important public-facing workspace features in CollabOS.

What public hiring setup includes

Public hiring setup may include:

• public hiring toggle
• hiring title
• hiring description
• pay per week
• skills and expertise
• public links
• verification visibility

Why public hiring matters

Public hiring helps your workspace:

• attract relevant operators
• show open opportunities clearly
• look more organized and intentional
• receive hire requests from qualified people
• turn the workspace into a recruiting surface

Main parts of public hiring setup

Enable public hiring

This controls whether the workspace appears on the public hiring page. If disabled, the workspace may stay private or not be shown as actively hiring.

Hiring title

This is the headline for what you are hiring for. Example:

• Hiring experienced collab managers
• Looking for partnership operators
• Growing our outreach team

Hiring description

This explains what you need, what kind of person you want, and why someone should work with your team.

Pay per week

This gives applicants a clearer idea of compensation expectations.

Skills and expertise

This helps applicants quickly understand what experience is relevant. Examples:

• collab outreach
• whitelist negotiations
• partnership management
• community operations
• X growth
• campaign coordination

Public links

These links connect applicants to your broader public identity.

💡Best practices

• only enable public hiring when your workspace page is complete
• use a clear hiring title
• write a real description, not just one sentence
• include compensation guidance where possible
• list skills specifically, not vaguely
• keep links trustworthy and current

Before turning it on

Make sure you have:

• logo
• banner
• workspace description
• public links
• clear hiring direction

Projects

What is a project?

A project is a company, community, brand, protocol, or partner your team wants to track inside CollabOS. Projects are the relationship layer of your workflow. Before a deal becomes active, the project is where your team stores the context, contact details, ownership, and follow-up direction tied to that opportunity.

Why projects matter

Projects help your team stay organized before, during, and after active outreach. A project gives your team one place to track:

• who the target is
• what ecosystem or category they belong to
• who is managing the relationship
• the current status
• contact details
• internal notes
• follow-up timing

Without projects, teams often end up relying on memory, scattered notes, or chat history.

Projects vs deals

A project is not the same as a deal

Project

The relationship or target your team is tracking.

Deal

A specific opportunity, arrangement, or collab attached to that project. For example:

• a gaming brand can be a project
• a whitelist partnership with that brand can be a deal

One project can lead to multiple deals over time.

What a project can include

A project may include:

• name
• category
• ecosystem
• website
• X / Twitter
• Discord
• Telegram
• contact person
• contact handles
• status
• priority
• assigned manager
• notes summary
• next follow-up date

When to create a project

Create a project when:

• your team identifies a serious outreach target
• a relationship is starting to form
• someone on the team needs to own follow-up
• you want to track the target before a deal becomes active

💡Best practices

• create projects early, before details get lost
• keep naming clean and consistent
• separate relationship tracking from deal execution
• always assign responsibility when possible

Create a project

Creating a project helps your team turn a potential outreach target into something trackable and actionable.

To create a project

1. 1.Open the Projects page.
2. 2.Click Add Project.
3. 3.Enter the project name.
4. 4.Add optional fields like category, ecosystem, and public links.
5. 5.Add contact details if available.
6. 6.Set the project status.
7. 7.Set the priority.
8. 8.Assign a manager if needed.
9. 9.Add a follow-up date or notes.
10. 10.Save the project.

Key fields to complete

While many fields may be optional, these are the most useful to fill in first:

• project name
• ecosystem
• status
• priority
• assigned manager
• next follow-up
• contact name or handle

Recommended naming style

Use the public or commonly known name of the project. Good examples:

• Azura
• Moongrid
• Nova Labs
• Vertex DAO

Avoid vague names like:

• new partner
• outreach target
• WL project

What to add if you have it

If available, add:

• website
• X / Twitter
• Discord
• Telegram
• contact handle
• short internal notes

This makes the project more useful for the whole team.

Why completeness matters

A strong project record makes it easier for:

• managers to take over if needed
• leads to understand context quickly
• founders or owners to see current progress
• the team to follow up consistently

💡Best practices

• create the project as soon as it becomes a real target
• don’t wait until a deal is active
• fill in enough detail so another team member could understand it
• use notes for useful context, not long essays

Edit a project

Projects should be updated as relationships develop. Editing a project keeps the workspace accurate and makes sure the rest of the team can rely on what they see.

When to edit a project

You should update a project when:

• contact details change
• a manager is reassigned
• outreach status changes
• the ecosystem or category needs correction
• follow-up timing changes
• new notes need to be added
• public links need updating

What can be updated

Common project updates include:

• name
• category
• ecosystem
• website
• X / Twitter
• Discord
• Telegram
• contact name
• contact handles
• status
• priority
• assigned manager
• notes summary
• next follow-up date

Why regular editing matters

A project that is never updated quickly becomes misleading. That creates problems for:

• reporting
• handoffs
• team visibility
• manager accountability
• follow-up quality

Good editing habits

Update a project after:

• important conversations
• new contact information
• status movement
• internal reassignment
• a decision to revisit later

💡Best practices

• keep project records fresh
• remove outdated assumptions
• update notes after meaningful progress
• treat the project as a living record, not a one-time entry

Assign a manager

Assigning a manager gives one team member clear ownership over a project. This is one of the most important steps for accountability inside CollabOS.

Why assign a manager

Without clear ownership, projects often become passive or inconsistent. Assigning a manager helps:

• define responsibility
• reduce confusion
• improve follow-up consistency
• make reporting more meaningful
• create stronger accountability across the team

What assignment means

When a manager is assigned to a project, that usually means they are responsible for:

• moving outreach forward
• maintaining relationship context
• updating the project
• managing related deals
• keeping follow-ups current

When to assign a manager

Assign a manager when:

• a project becomes active enough to need ownership
• one operator is clearly leading the relationship
• a handoff needs to happen
• leadership wants accountability on the project

Reassigning a manager

Sometimes a project needs to be moved to another team member. This may happen because:

• workload changes
• team structure changes
• a manager leaves the workspace
• the relationship fits another operator better

When reassigning, make sure the project notes are updated so the new manager has context.

💡Best practices

• assign one clear primary owner
• don’t leave important projects unassigned
• update assignment quickly if responsibility changes
• combine assignment with notes and next follow-up timing

Update project status

Project status helps your team understand where each relationship stands. A good status system makes the projects page easier to scan and helps everyone know what needs attention.

Why project status matters

Status helps your team answer:

• is this still a target?
• has contact started?
• is it active?
• is it waiting?
• is it paused?
• should it be revisited later?

Without status discipline, the projects list becomes harder to trust.

What project status should represent

Project status should reflect the current relationship state, not just a guess or old impression. Typical project states often represent things like:

• target
• researching
• contacted
• active
• paused
• archived

Your exact available statuses depend on your product setup.

When to update status

Update project status when:

• outreach begins
• a reply comes in
• the relationship becomes active
• the opportunity goes cold
• the target is no longer relevant
• a project is paused for later review

Why status and follow-up work together

Status tells your team where the relationship stands. Follow-up tells your team what should happen next. These two fields are most powerful when kept aligned.

💡Best practices

• change the status as soon as the relationship changes
• don’t let old statuses sit for too long
• review stale statuses regularly
• use consistent internal definitions for each status

Project notes and follow-ups

Notes and follow-ups turn a project from a static record into a working operational tool. They help your team remember context, maintain continuity, and know what action comes next.

Project notes

Project notes are useful for storing:

• conversation context
• partner preferences
• relationship history
• internal observations
• blockers
• reminders for future contact

Notes should help another team member quickly understand the situation.

Follow-ups

Follow-ups help your team track:

• when to check in next
• when to send the next message
• when to review a paused relationship
• when something needs internal attention

A project with no follow-up often becomes forgotten.

Why these fields matter

Projects are not just about who the target is. They are also about what is happening and what comes next. Notes and follow-ups improve:

• team memory
• handoff quality
• accountability
• relationship consistency
• operational clarity

Good note examples

Examples of useful notes:

• prefers Telegram for communication
• interested after current mint cycle
• asked for a revised WL range
• wants campaign details before moving forward
• inactive for now, revisit next month

Good follow-up examples

Examples of useful follow-up actions:

• check reply on Friday
• send updated offer next week
• revisit after campaign launch
• confirm decision with lead tomorrow

💡Best practices

• keep notes short and useful
• avoid writing vague notes like “talked to them”
• always leave a next action when possible
• use follow-ups to prevent projects from going cold
• update notes right after real interaction, not days later

Deals

What is a deal?

A deal is a specific collaboration opportunity, agreement, or execution item connected to a project. If a project is the relationship layer, a deal is the execution layer.

Why deals matter

Deals help your team track real opportunities once a project moves beyond simple relationship management. A deal gives your team one place to manage:

• the deal title
• deal type
• current status
• priority
• whitelist numbers
• deadlines
• obligations
• proof links
• follow-up timing

This keeps active work organized and makes it easier to understand what is actually moving inside the workspace.

Project vs deal

A single project can have multiple deals over time. For example:

• Project: Azura
• Deal 1: Azura WL collaboration
• Deal 2: Azura creator campaign
• Deal 3: Azura giveaway push

That means the project is the partner record, while the deals are the actual opportunities tied to that partner.

What a deal can include

A deal may include:

• title
• type
• status
• priority
• summary
• requested whitelist spots
• approved whitelist spots
• delivered whitelist spots
• deal terms
• your obligations
• their obligations
• deadline
• proof URL
• AlphaBot URL
• form URL
• next follow-up date

When to create a deal

Create a deal when:

• an actual collaboration opportunity exists
• your team starts negotiating specific terms
• a whitelist arrangement is being discussed
• a campaign or execution task becomes active
• there is something concrete enough to track beyond the project level

💡Best practices

• create deals only when there is a real opportunity to manage
• keep deal titles specific
• connect deal activity back to the correct project
• update deal status often so the workspace stays accurate

Create a deal

Creating a deal lets your team move from general outreach tracking into structured execution.

To create a deal

1. 1.Open the Deals page.
2. 2.Click Add Deal.
3. 3.Enter the deal title.
4. 4.Choose the deal type.
5. 5.Choose the current status.
6. 6.Set the priority.
7. 7.Add a summary if needed.
8. 8.Add whitelist tracking numbers if relevant.
9. 9.Add obligations, deadlines, or proof links.
10. 10.Save the deal.

Key fields to focus on first

The most important fields to fill in early are:

• title
• type
• status
• priority
• related project
• next follow-up
• deadline if one exists

Deal titles

Use a title that clearly tells your team what the deal is. Good examples:

• Azura WL Collaboration
• Nova Community Push
• Vertex Giveaway Support
• Solrise Campaign Round 1

Avoid vague titles like:

• partnership
• active deal
• collab task

Why deal creation matters

Creating the deal early helps your team:

• track progress clearly
• assign urgency
• update status consistently
• record whitelist numbers properly
• avoid losing active opportunities in chats

💡Best practices

• keep deal titles short but specific
• create the deal as soon as real negotiation or execution begins
• avoid waiting until the opportunity is already halfway done
• include next follow-up timing if the deal needs action soon

Deal statuses explained

Deal status shows where a deal currently stands in the workflow. It is one of the most important fields for visibility, accountability, and operational clarity.

Why status matters

Status helps your team understand:

• what stage the deal is in
• what requires action
• what is waiting on someone else
• what is completed
• what has gone stale or inactive

Without consistent deal status updates, teams lose track of real progress.

What status should represent

A deal status should reflect the current execution reality, not what the team hopes is happening. Examples of what a status might represent:

• draft
• active
• waiting
• delivered
• completed
• cancelled

Your actual available statuses depend on your current implementation.

Good status behavior

A strong deal workflow usually means:

• active deals are genuinely moving
• waiting deals are blocked by external response or pending confirmation
• delivered deals have already had your side completed
• completed deals are truly done
• cancelled deals are clearly closed

When to update status

Update deal status when:

• negotiation begins
• approval is received
• your team completes a required deliverable
• the other side is delaying progress
• a deal is closed or no longer relevant
• the work is fully complete

Why teams should care

Deal status affects:

• how fast leads can review opportunities
• how managers stay accountable
• how founders understand activity
• how reporting reflects real progress

💡Best practices

• update status immediately after meaningful changes
• define internally what each status means
• do not leave active deals sitting in old stages
• review stale statuses often

WL tracking explained

WL tracking helps your team measure whitelist-related deal performance clearly. In CollabOS, deals can track three important whitelist numbers. The three WL metrics

Requested WL

This is how many whitelist spots your team asked for.

Approved WL

This is how many spots were actually approved.

Delivered WL

This is how many spots were successfully fulfilled or delivered.

Why WL tracking matters

These numbers help your team understand:

• whether asks are realistic
• which partners approve strong allocations
• whether delivery matches approvals
• how effectively managers are handling WL-related deals

Example

If your team asks for 100 spots, gets 60 approved, and delivers 55, the deal would show:

• Requested WL: 100
• Approved WL: 60
• Delivered WL: 55

This makes performance much easier to evaluate.

What WL tracking helps reveal

WL tracking can show:

• approval efficiency
• delivery efficiency
• partner quality
• operator performance
• realistic future planning

Common mistakes

Common WL tracking mistakes include:

• only recording requested numbers
• forgetting to update approved counts
• never updating delivered values
• treating estimates as confirmed approvals

💡Best practices

• update requested WL when the ask is made
• update approved WL only when confirmed
• update delivered WL after fulfillment
• review these numbers when evaluating deal outcomes and team performance

Edit a deal

Deals should be updated throughout their lifecycle. Editing a deal keeps execution visible and ensures the rest of the team can rely on the record.

When to edit a deal

You should edit a deal when:

• status changes
• priority changes
• whitelist numbers change
• obligations become clearer
• deadlines move
• proof links become available
• follow-up timing changes
• the summary needs better context

Common updates inside a deal

Typical deal edits include:

• changing status
• updating requested, approved, or delivered WL
• refining deal terms
• updating what your side owes
• updating what the other side owes
• adding a deadline
• adding proof, AlphaBot, or form links
• updating the next follow-up date

Why editing matters

An outdated deal record causes confusion. That affects:

• execution quality
• reporting accuracy
• team visibility
• handoffs
• accountability

Good editing habits

Update a deal after:

• important conversations
• approvals
• delivery events
• internal decisions
• deadline changes
• new proof becoming available

💡Best practices

• edit the deal as soon as the new information is known
• keep summaries short and clear
• use proof links when useful
• do not rely on memory for active execution details

Update deal status

Updating deal status quickly helps your team keep the deal pipeline accurate. This is especially useful when status can be changed directly from the deal card or deal page.

Why quick status updates matter

Quick updates help your team:

• keep the board accurate
• reduce stale data
• reflect real deal movement
• improve accountability
• make reporting more trustworthy

When to update deal status

Change a deal status when:

• the deal moves from planning into active work
• the other side responds and changes the state
• your team completes delivery
• the deal becomes blocked
• the deal is cancelled
• the deal is fully complete

What status updates should do

A status update should help the next person understand the reality of the deal instantly. That means the status should answer:

• is this active?
• are we waiting?
• is work done?
• is this no longer moving?

💡Best practices

• update status immediately after major movement
• align status with next follow-up timing
• review deals that have not changed status in a long time
• avoid leaving completed or cancelled deals in active states

Deal deadlines and follow-ups

Deadlines and follow-ups help your team avoid dropped execution, missed delivery windows, and forgotten next steps. They are essential for keeping deals alive and properly managed.

Deal deadlines

A deadline is the hard date tied to an actual requirement. This could include:

• content delivery date
• whitelist fulfillment deadline
• partner submission deadline
• campaign timing
• launch timing

Deadlines represent time-sensitive execution.

Deal follow-ups

A follow-up is the next action checkpoint for the team. This could include:

• check for partner reply
• send updated offer
• confirm approval numbers
• review pending delivery
• revisit the deal next week

Follow-ups represent operational timing.

Difference between the two

Deadline

A real required date tied to execution.

Follow-up

The next internal moment the team should revisit or act on the deal. You often need both.

Why they matter

Deadlines and follow-ups help your team:

• stay proactive
• prevent stale deals
• keep momentum
• avoid missed obligations
• manage execution with more discipline

Good examples

Deadline examples

• whitelist list due Friday
• campaign assets due tomorrow
• partner confirmation needed before launch day

Follow-up examples

• check reply in two days
• review with lead next week
• confirm final WL allocation tomorrow

💡Best practices

• always set a deadline when there is a real delivery requirement
• always set a follow-up when the deal is waiting on action
• update both when timing changes
• use them together to keep deals moving instead of going cold

Team

Team overview

The Team section is where you manage the people inside your workspace. It gives you visibility into who has access, what role they hold, and how responsibility is distributed across the workspace.

What the Team section includes

The Team section can help you manage:

• active workspace members
• invited members
• member roles
• removals
• leave-workspace actions
• team performance visibility

Why the Team section matters

Collab workflows break down when ownership is unclear. The Team section helps solve that by making it easier to see:

• who is in the workspace
• who can do what
• who is responsible for execution
• who should still have access
• how the team is performing

What a healthy team setup looks like

A healthy workspace team usually has:

• clear ownership
• a limited number of admins
• managers assigned to active work
• viewers only where visibility is needed
• inactive or removed members cleaned up properly

When to use the Team section

You will use the Team section when:

• inviting new members
• reviewing member roles
• removing members
• leaving a workspace
• checking who is responsible for work
• reviewing performance and accountability

💡Best practices

• review team membership regularly
• keep roles intentional
• avoid giving too much access too widely
• remove or disable access when someon

Invite members

Inviting members allows owners and authorized admins to add people into the workspace. This is how a workspace grows from a solo setup into a real operating team.

Why inviting members matters

A workspace becomes much more useful when the right people can:

• manage projects
• update deals
• handle follow-ups
• support operations
• review performance
• help run public hiring or verification workflows

To invite a member

1. 1.Open the Team page.
2. 2.Click Invite Member.
3. 3.Enter the person’s email address.
4. 4.Choose the appropriate role.
5. 5.Send the invitation.

What happens after the invite

After sending the invite:

• the user receives a workspace invitation
• their status appears as invited until accepted
• once accepted, they become an active workspace member

Who should be invited

Invite people who need real access to the workspace, such as:

• operators
• collab managers
• leads
• trusted admins
• relevant viewers

Things to think about before inviting

Before sending an invite, decide:

• what role the person should have
• whether they need editing power or just visibility
• whether your plan still has available team member capacity

Limits

Depending on your billing plan, your workspace may have a team member limit. If you reach the limit:

• new invites may be blocked
• you may need to upgrade before adding more members

💡Best practices

• assign the lowest role that still gives the person what they need
• avoid handing out admin access too casually
• review invites that remain pending for too long
• make sure invited users are expected and relevant to the workspace

Roles and permissions

Roles and permissions determine what workspace members can see and do. They are essential for keeping the workspace secure, organized, and manageable.

Why roles matter

Roles help prevent confusion and reduce risk. They make it easier to control:

• workspace settings access
• team management privileges
• verification access
• member removal
• editing authority across the workspace

Common workspace roles

Your workspace may include roles such as:

Owner

The highest level of access. Owners manage the workspace and control critical settings and membership.

Admin

Admins help manage the workspace and support the owner with operations and team oversight.

Lead

Leads typically coordinate execution and help oversee active workflow.

Manager

Managers usually handle projects, deals, follow-ups, and operational tasks.

Viewer

Viewers usually have more limited access and are best for visibility without broad editing control.

Why permissions should be intentional

Not everyone needs full control. Too much access can create:

• accidental edits
• inconsistent configuration
• poor access hygiene
• role confusion
• security risk

Good role strategy

A strong role structure often looks like:

• very few owners
• limited admins
• managers doing day-to-day work
• viewers used for visibility only

When to review permissions

Review permissions when:

• a team member changes responsibilities
• someone becomes more trusted
• someone no longer needs access
• team structure changes
• the workspace becomes more public-facing

💡Best practices

• keep owner access limited
• use admin only for trusted operators
• give managers the access needed for real execution
• use viewer for low-risk visibility
• review roles regularly as the team grows