Create teams and share work by team
Group members into teams from Settings > Team, then use those teams to widen what managers see, scope templates, and filter the documents list.
Teams group people inside a workspace so work can be shared with some colleagues rather than all of them. They live in the Teams card at Settings > Team, one tab per team, with a count of members on each tab.
Who can do this
Team administration is an admin job. Admins create, rename, delete and staff teams from Settings > Team, and Managers and Members have no Team link in their menus, so ask an admin when a team needs another member or a different name. Teams only matter once a workspace has more than one person in it, which needs a paid plan.
Create a team
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Open Settings > Team and scroll to the Teams card.
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Click the plus button at the end of the tab strip. On a workspace with no teams yet, click Create a team in the empty state instead.
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The team is created with a placeholder name and opens straight into rename mode. Type what you want to call it, up to 120 characters, and press Enter.
To rename later, click the team name in the panel header or pick Rename from the actions menu. Double-clicking the tab works too.
Add and remove members
Open the team's tab, choose someone in the Add a member... dropdown, and click Add. Only workspace members who aren't already on the team appear in the list, and once everyone is on it the dropdown reads Everyone is here.
Each member's row shows their workspace role badge. The X at the end of the row takes them off the team without touching their workspace access. Admins get one extra control on a Member's row: a shield button that promotes them to Manager on the spot.
Removing someone from the workspace strips them from every team as well, so there's no cleanup afterwards.
What team membership changes
| What changes | |
|---|---|
| Managers | A Manager sees their own sends plus every document created by anyone on a team they belong to, and can edit or cancel those as well as read them. A Manager on no team sees only their own work. Nothing changes for admins, who see everything anyway, or for Members, whose view never widens. |
| Templates | A template's visibility can point at one team instead of the whole workspace, in which case only that team's members find it in the library. The template list shows Team in its visibility column, and the detail page names the teams it is shared with. |
| Documents | On the review step of the send wizard, a Team dropdown attaches the envelope to one team. The team name then shows on the document row, and the filter above the documents list gains a Teams group, so you can pull up everything tagged to one of them. |
Delete a team
Open the team, then choose Delete team from the actions menu. The confirmation names the team and spells out what survives: member assignments are removed, and everyone keeps their workspace access.
Documents and templates that pointed at the team stop pointing anywhere. Nothing is deleted with it.
If something goes wrong
- The plus button is disabled. The workspace has filled every seat its plan allows, which on Free is the single seat it ships with. Remove a member or move up a plan and the button comes back. It also grays out for the moment it takes a new team to be created.
- A person is missing from the Add a member dropdown. They're already on this team, or never joined the workspace. Check the Members table above.
- A Manager still cannot see a colleague's document. Confirm both people are on the same team, and remember that drafts stay private to their creator no matter who else is on the team.
- You cannot find a way to delete a team. Deleting a team is an admin action, and Managers and Members have no Team link in their menus at all. If the Team page is missing for you, ask an admin to remove the team.
- Renaming does nothing. An empty name is ignored and the old one is kept. Type at least one character before pressing Enter.
Frequently asked questions
Can one person be on more than one team?
Yes, and there is no limit. A Manager on two teams sees the documents created by everyone on either one, which is the usual way to give a supervisor sight of two departments without making them a workspace admin. Add them from each team panel separately.
Does adding someone to a team change their role?
No. Role and team membership are independent. A Member added to a team still only sees their own documents, because the wider team view is a Manager capability. Promote them to Manager if you want team membership to widen what they can open.
What happens to documents when I delete a team?
The team assignment is cleared and nothing else. Documents, templates and members all survive, and everyone keeps their workspace access. The confirmation says as much before you commit. What you lose is the team filter on the documents list and any template scoped to that team.
Who can rename a team?
Workspace admins, and nobody else. Renaming happens in place rather than in a dialog. Open the team under Settings then Team, click its name in the panel header, type the new one, and press Enter or click away. Double-clicking the team tab starts the same edit.
Why can a teammate not see the Teams section?
Teams live on an admin-only settings page, so Managers and Members have no Team link anywhere in their menus. Team membership still shapes what those people see across the app. What they cannot do is review the grouping or change it, so ask an admin when a team needs a new member or a different name.
Keep going
Workspace roles - Admin, Manager, Member and billing
What each of the three workspace roles can do, who is allowed to change a role, and why the last admin cannot be demoted or removed.
ReadInvite teammates and manage seatsGrowth and up
Send an invite from Settings > Team, watch it move from Invited to Active, revoke the ones you no longer want, and see how seats are counted.
ReadShare a document with your team
Tag an envelope with a team on the review step so it is filed under that team in Documents and your team's managers can work on it.
ReadPublish, share and archive templates
A draft is private until you publish it. Publishing asks who can use it, archiving takes it out of circulation, and deleting is reserved for unused drafts.
Read