Team Account Setup

Team accounts enable collaboration, shared resources, and centralized management for organizations of any size. Here's how to set up and manage your team effectively.

Creating a Team Account

Prerequisites

Before creating a team account:

• Have an active personal account
• Decide on team name and purpose
• Identify initial team members
• Plan your collection structure

Team Creation Process

1. Navigate to "Create Team" from your dashboard

2. Enter team information:

   • Team Name: Choose a descriptive, professional name
   • Team Slug: Unique identifier for URLs (auto-generated)
   • Description: Explain the team's purpose
   • Website: Optional team website URL

3. Configure initial settings:

   • Privacy Level: Public or private team
   • Member Permissions: Default role for new members
   • Collection Defaults: Default settings for team collections

4. Invite initial members (optional)

5. Complete setup and start collaborating

Team Account Structure

Account Hierarchy:

Organization/Team Account
├── Team Collections
│   ├── Public Collections
│   ├── Private Team Collections
│   └── Project-Specific Collections
├── Team Members
│   ├── Owner (You)
│   ├── Administrators
│   ├── Editors
│   └── Viewers
└── Team Settings
    ├── Permissions
    ├── Billing
    └── Security

Team Management

Member Roles and Permissions

Owner (Account Creator):

• Full administrative control
• Billing and subscription management
• Add/remove any team member
• Delete team account
• Access all collections

Administrator:

• Manage team members (except owner)
• Create and manage collections
• Configure team settings
• Access analytics and reports
• Cannot delete team or manage billing

Editor:

• Create and edit collections
• Manage assigned projects
• Add/edit/delete links
• Collaborate on shared collections
• Cannot manage team members

Contributor:

• Add links to assigned collections
• Edit own contributions
• View team collections
• Cannot create collections
• Limited administrative access

Viewer:

• View team collections
• Export data for personal use
• Access shared resources
• Cannot edit or create content
• Read-only access

Adding Team Members

Invitation Process:

1. Go to Team Settings > Members
2. Click "Invite Member"
3. Enter email address
4. Select initial role
5. Add personal message (optional)
6. Send invitation

Bulk Invitations:

• Upload CSV file with member details
• Send multiple invitations at once
• Set default roles for bulk imports
• Track invitation status

Member Onboarding:

• Automatic welcome email
• Getting started checklist
• Team guidelines and resources
• Introduction to team collections

Team Collections

Shared Collections

Creating Team Collections:

1. Navigate to team account
2. Create new collection
3. Set visibility to "Team"
4. Configure member permissions
5. Start collaborative organizing

Collection Permission Levels:

• Team Public: Visible to all team members
• Project-Specific: Limited to project team
• Department-Only: Restricted by department
• Admin-Only: Administrative collections

Collection Organization

Best Practices for Team Collections:

By Department:

• Marketing Resources
• Development Tools
• Sales Materials
• Customer Support

By Project:

• Project Alpha Resources
• Client Work - Company ABC
• Product Launch Materials
• Research & Development

By Function:

• Reference Materials
• Templates and Tools
• Training Resources
• Policy Documents

By Access Level:

• Public Resources
• Internal Use Only
• Confidential Materials
• Administrative Documents

Collaboration Features

Real-Time Collaboration

Live Updates:

• See team members working in real-time
• Instant notifications for changes
• Activity feed for all team actions
• Version history for collections

Collaborative Features:

• Comments: Add context to links
• Mentions: Notify specific team members
• Tags: Shared tagging system
• Notes: Collaborative note-taking

Communication Tools

Built-in Communication:

• Collection-specific discussions
• Link-level comments
• Team announcements
• Activity notifications

Integration Options:

• Slack notifications
• Microsoft Teams alerts
• Email digests
• Webhook integrations

Project Management

Project-Based Organization

Creating Project Workspaces:

1. Define project scope and team
2. Create project collections
3. Set up member roles for the project
4. Establish workflows and guidelines
5. Track progress and maintain resources

Project Templates:

• Research Projects
• Client Work
• Product Development
• Event Planning
• Content Creation

Workflow Management

Typical Team Workflows:

Content Curation Workflow:

1. Team members submit links
2. Editors review and categorize
3. Quality assurance check
4. Publication to appropriate collections
5. Regular maintenance and updates

Research Project Workflow:

1. Project lead creates research collection
2. Team members contribute findings
3. Regular review and discussion sessions
4. Final compilation and analysis
5. Archive and knowledge retention

Team Settings and Configuration

General Settings

Team Profile:

• Team name and description
• Logo and branding
• Contact information
• Website and social links

Default Settings:

• New collection defaults
• Member permission defaults
• Notification preferences
• Privacy settings

Privacy and Security

Access Control:

• Two-factor authentication requirements
• IP address restrictions
• Session timeout settings
• API access controls

Data Protection:

• Data retention policies
• Export restrictions
• Audit logging
• Compliance settings

Custom Domains (Premium)

Setup Custom Domain:

1. Purchase domain or use existing
2. Configure DNS settings
3. Verify domain ownership
4. Set up SSL certificate
5. Update team settings

Benefits:

• Professional branded URLs
• Custom collection addresses
• Enhanced team credibility
• SEO advantages

Billing and Subscription

Team Subscription Plans

Starter Team:

• Up to 5 team members
• 50,000 shared links
• Basic analytics
• Email support

Professional Team:

• Up to 25 team members
• 250,000 shared links
• Advanced analytics
• Priority support
• Custom domains

Enterprise Team:

• Unlimited team members
• Unlimited shared links
• Enterprise analytics
• Dedicated support
• Custom integrations
• SSO support

Billing Management

Subscription Management:

• View current plan details
• Upgrade or downgrade plans
• Manage payment methods
• Download invoices
• Track usage statistics

Cost Optimization:

• Monitor seat usage
• Remove inactive members
• Optimize collection usage
• Track feature utilization

Analytics and Reporting

Team Analytics

Usage Statistics:

• Team member activity
• Collection performance
• Link engagement metrics
• Growth trends

Collaboration Metrics:

• Most active members
• Popular collections
• Content contribution rates
• Team engagement levels

Reports and Insights

Regular Reports:

• Weekly activity summaries
• Monthly growth reports
• Quarterly team reviews
• Annual usage statistics

Custom Reports:

• Project-specific analytics
• Department performance
• ROI measurements
• Adoption tracking

Migration and Integration

Migrating to Team Account

From Personal Account:

1. Create team account
2. Invite personal account as member
3. Transfer collections to team
4. Update sharing settings
5. Notify team members

From Other Platforms:

• Import data from various sources
• Bulk migration tools
• Data mapping assistance
• Validation and cleanup

Third-Party Integrations

Available Integrations:

• Slack: Team notifications
• Microsoft Teams: Collaboration alerts
• Google Workspace: SSO and data sync
• Zapier: Workflow automation
• API: Custom integrations

Team Best Practices

Establishing Guidelines

Create Team Guidelines:

• Collection naming conventions
• Quality standards for links
• Tagging and organization rules
• Member responsibilities
• Review and maintenance schedules

Communication Standards:

• How to request access
• Reporting issues or problems
• Providing feedback
• Escalation procedures

Training and Onboarding

New Member Training:

• Platform overview and features
• Team-specific guidelines
• Collection organization system
• Collaboration best practices
• Support and help resources

Ongoing Education:

• Regular feature updates
• Best practice sharing
• Tool optimization training
• Advanced feature workshops

Troubleshooting

Common Team Issues

Member Access Problems:

1. Verify team membership
2. Check role permissions
3. Confirm account activation
4. Review team settings

Collection Sync Issues:

1. Check internet connectivity
2. Verify member permissions
3. Force sync from settings
4. Contact team administrator

Billing and Subscription:

1. Verify payment method
2. Check subscription status
3. Review usage limits
4. Contact billing support

Getting Support

Support Channels:

• Team Admin Help: Internal team support
• Platform Support: Technical assistance
• Community Forum: User discussions
• Enterprise Support: Dedicated support (enterprise plans)

Advanced Features

API and Automation

Team API Access:

• Manage team collections programmatically
• Automate member management
• Bulk operations and data sync
• Custom application development

Automation Examples:

• Automated collection creation
• Scheduled data exports
• Integration with CI/CD pipelines
• Custom reporting systems

Enterprise Features

Single Sign-On (SSO):

• SAML 2.0 support
• Active Directory integration
• Google Workspace SSO
• Custom identity providers

Advanced Security:

• IP whitelisting
• Audit logging
• Data residency options
• Compliance certifications

Next Steps

Now that your team account is set up:

1. Invite Your Team - Add collaborators
2. Create Shared Collections - Start collaborating
3. Set Up Workflows - Establish processes
4. Configure Integrations - Connect your tools

Ready to start collaborating? Your team account provides everything needed for effective group resource management!