Manage your team and roles

Set up the deal team once, as a team, and grant the team access instead of each person. New colleagues then get the right access by joining the team, and leaving the team removes it.

Before you start

• You are an organisation admin, or an owner of the project. Only admins invite people into the organisation; owners manage teams and access inside their projects.
• Decide who is a Member and who is a Guest. Members use the AI and can own projects; guests cannot use AI features or own anything, which suits an outside adviser who only needs to read.

Steps

1. Invite the colleague. Open Profile › Teams & People and select Invite User. Enter email, given and family name, and pick the Role: Member, Guest or Admin. The person shows as Invited until they accept. The invitation stays open for 14 days, but a new colleague signs in with the temporary password from the welcome email, and that password stops working after 7 days; if they have not signed in by then, resend the invitation.
   Member, Guest and Admin each carry a one-line description of what they allow.11.Email22.Organisation role33.Send invitation
2. Create the team. On Teams, select New Team, choose Internal, name it and select Create Team. Leave Organization-wide off unless the same team should exist in your other projects too.
   A project-scoped team lives in this project only.11.Internal22.Team Name33.Organization-wide44.Create Team
3. Add the members. In the team's Members tab, type a colleague's name under Add Member and pick them from the list. The list is sorted by name; Name next to the member count reverses the order. The badge on each row switches between Team owner and Team member; owners manage the team itself, and a team always keeps at least one. Include all organization members makes every current and future colleague a member automatically; such members cannot be removed one by one.
   A new project team lists only the people you add. **Include all organization members** is switched off here; the Default team every project starts with has it on.11.Members tab22.Add Member33.Role badge44.Include all organization members
4. Give the team access. Open the Permissions tab, switch between Workspace and Dataroom, and set the Role the team should work with, typically Editor for the deal team and Viewer for advisers. Set the role on the Workspace or Dataroom row at the top to cover everything in that view, or on single folders to limit the team to part of it. Tick the capabilities that apply. A folder at No role stays hidden only if the top row has no role either.
   Editor on Corporate & Governance applies to everything inside that folder. The Dataroom row at the top stays at No role, so the other folders stay hidden from this team.11.Permissions tab22.Workspace / Dataroom33.Role
5. To give one person something the team does not have, open their row under People with access and set the role or capability there. Individual grants sit on top of the team's.

Check the result

Each member's row under People with access shows the folders the team granted, marked as inherited from the team, plus any individual grants marked as direct. Ask a member to open the project: the folders appear in Files with the expected actions.

If something goes wrong