Creating and Managing Teams
Organize your workspace members into teams.
Overview
Teams are named groups of workspace members. You use them to share workflows with everyone in a function (e.g. Sales, Support, Finance) in one step instead of adding each member individually, and to keep access control tidy as the workspace grows.
A user can belong to multiple teams, and team membership is independent of role. A Member who's also in the "Sales" team gets workflow access granted to Sales without their workspace role changing. Teams live inside a single workspace.
Before You Start
- You must be a workspace admin to create or edit teams.
- The people you want to add must already be workspace members. Invite them first if not.
Creating a Team
- Open Settings -> Teams.
- Click + Create team.
- Enter a
Team name. Use the function or department name so approval routing is self-explanatory (e.g.Finance Approvers,On-Call Engineers). - Add members from the dropdown. You can keep adding after the team is created.
- Click Save.
Managing Members
- Add - Open the team and pick from the workspace member list. Only existing members appear.
- Remove - Removing a user from a team revokes any access that was granted through that team, but doesn't affect their direct workspace role or other team memberships.
Using Teams
- Workflow sharing - Add a team to a workflow's Access list (when the workflow's visibility is
SHARED) so every team member gets the same access.
Tips
- Name teams by function rather than person ("Approvers" not "Alice's Team") so they survive staff changes.
- Keep approval teams small enough to actually respond promptly, but big enough to cover holidays.
- Audit team memberships when someone leaves to make sure their access is fully revoked, and remove them from each team manually.
Common Pitfalls
- Removing a user from a team that owns a workflow can leave that user unable to view runs of workflows they built. Reassign ownership first.
- Teams don't grant workspace admin powers. A member added to an "Admins" team is still a member unless their role is changed.