Creating & Managing Teams
A team owns projects and holds permissions. It is also the unit seats are counted against, so how you populate it decides what you pay.
Creating a team
- Open the sidebar and click the + next to “Teams”.
- Name it after the group of people — “Engineering”, “Platform” — rather than after a single piece of work.
- Pick an icon or colour so it is identifiable in the switcher.
- Click Create Team. You become its Owner.
Your plan caps how many teams you can run: 5 on Pro, 15 on Scale.
Inviting people
Go to Team Settings › Members and click Invite Member. Enter the email address, choose the role on the invitation, and send it. They receive an email with a link to accept; the role you picked is applied at the moment they accept.
A pending invite costs nothing
Roles you can invite
- Owner: One per team, created with it. Controls billing and can transfer ownership. Billable.
- Admin: Manages members, projects, integrations and team settings. No billing access. Billable.
- Member: Creates and edits work, projects, docs and whiteboards. Billable.
- Guest: Read-only, enforced server-side. Cannot create, edit or delete anything, and cannot open the Trash. Never billable.
Roles are scoped to a single team, so the same person can be an admin in Engineering and a guest in Marketing. Full permission matrix: Roles & Permissions.
Per-plan caps
| Cap | Pro | Scale |
|---|---|---|
| Teams | 5 | 15 |
| Members per team | 20 | 50 |
| Free guests per team | 5 | 25 |
Limits resolve from the team owner's plan, not the plan of whoever is clicking. If a join is refused because the team is full, the owner needs to upgrade or free a seat by deactivating an inactive member.
Letting colleagues find the workspace
An owner or admin can turn on domain discovery in Team Settings. The workspace is then visible to people who sign up on the same company email domain, and they can send a join request that lands on your access queue instead of creating a duplicate empty workspace. The domain is always taken from the verified email address of the person enabling it — you cannot publish under a domain you have no claim to — and consumer domains such as gmail.com and outlook.com are excluded. Details and the join-request flow: Joining an existing team.
Removing someone
Remove a person from Team Settings › Members. Their seat is freed at the next seat realignment and they immediately lose access to the team's work. Removing a member does not delete anything they created — that work stays with the team. If you only want to stop them writing, change their role to Guest instead: they keep read access and stop costing a seat.