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Team Management

Collaborate with your team by inviting members, assigning roles, and managing organization settings.

Overview​

Team Management allows you to:

  • Invite team members to your organization
  • Assign roles with specific permissions
  • Track team activity across the platform
  • Manage organization settings and branding

Accessing Team Management​

Navigate to the Team Management page:

Dashboard → Settings → Team
URL: /dashboard/settings/team

User Roles & Permissions​

Role Overview​

The platform supports 4 role levels with different permission sets:

RoleGenerate QueriesExecute QueriesView AnalyticsManage TeamManage BudgetManage API Keys
Admin✅✅✅✅✅✅
Editor✅✅✅❌❌✅
Analyst✅✅✅❌❌❌
Viewer❌❌✅ (limited)❌❌❌

Admin​

Full platform access - Complete control over organization

Permissions:

  • ✅ All query and analytics features
  • ✅ Invite and remove team members
  • ✅ Change member roles (including other admins)
  • ✅ Manage organization settings
  • ✅ Configure API keys for all providers
  • ✅ Set and manage budgets
  • ✅ View audit logs
  • ✅ Delete organization (owner only)

Use Case: Organization owners, team leads

Best Practice: Limit to 1-2 trusted members

Editor​

Content creation and execution - Can manage queries and content

Permissions:

  • ✅ Generate queries with AI
  • ✅ Execute queries across all providers
  • ✅ View all analytics and reports
  • ✅ Manage query library
  • ✅ Configure API keys (org-level)
  • ✅ Create and edit content assets
  • ❌ Cannot invite users or change roles
  • ❌ Cannot set budgets

Use Case: Content strategists, SEO specialists, marketing managers

Best Practice: Default role for active team members

Analyst​

Data access and query execution - Focus on analysis

Permissions:

  • ✅ Generate queries
  • ✅ Execute queries
  • ✅ View all analytics dashboards
  • ✅ Export data (CSV, JSON)
  • ✅ Create scheduled reports
  • ❌ Cannot configure API keys
  • ❌ Cannot manage team or budgets

Use Case: Data analysts, researchers, consultants

Best Practice: Use for team members who need full data access but not configuration control

Viewer​

Read-only access - Analytics visibility only

Permissions:

  • ✅ View analytics dashboards
  • ✅ View scheduled reports
  • ✅ Basic data export
  • ❌ Cannot generate queries
  • ❌ Cannot execute queries
  • ❌ Cannot modify any settings

Use Case: Stakeholders, executives, external consultants

Best Practice: Use for reporting-only access

Inviting Team Members​

Invitation Process​

Step 1: Access Team Page

  1. Navigate to Settings → Team
  2. Click "Invite User" button

Step 2: Enter User Details

  • Email Address: User's email (required)
  • Role: Select from Admin, Editor, Analyst, Viewer
  • Custom Message (optional): Personalized invitation message

Step 3: Send Invitation

  1. Click "Send Invitation"
  2. Invitation created in database
  3. Share invitation link with user

Format:

https://app.example.com/invite?token=<unique_token>

Sharing Options:

  • Copy link and send via email
  • Share via Slack or other messaging
  • Add to onboarding documentation

Security:

  • One-time use token
  • Expires after 7 days
  • Cannot be used if already accepted

Accepting Invitations​

User Experience (Recipient):

  1. Receives invitation link
  2. Clicks link → Redirected to signup/login
  3. Creates account or logs in
  4. Automatically joins organization with assigned role

Post-Acceptance:

  • User appears in team member list
  • Role permissions take effect immediately
  • Access to organization data granted

Managing Team Members​

Team Member List​

Displays:

  • Name: User's display name
  • Email: User's email address
  • Role: Current role badge
  • Status: Active, Invited (pending), Suspended
  • Joined Date: When user joined organization
  • Last Active: Last login timestamp
  • Actions: Change role, remove member

Changing Member Roles​

Admin-Only Feature

Steps:

  1. Locate user in team member list
  2. Click "Change Role" dropdown
  3. Select new role
  4. Confirm change

Role Change Rules:

  • ✅ Can promote Viewer → Analyst → Editor → Admin
  • ✅ Can demote Admin → Editor → Analyst → Viewer
  • ❌ Cannot demote yourself if you're the only admin
  • ❌ Cannot change role of organization owner

Immediate Effect: Role change takes effect instantly

Notification: User sees role change on next page load

Removing Team Members​

Admin-Only Feature

Steps:

  1. Click "⋮" menu next to user
  2. Select "Remove from Organization"
  3. Confirm removal

Effects:

  • User loses all access to organization data
  • User removed from team member list
  • Audit log records removal action
  • User's historical activity remains (for audit trail)

Restrictions:

  • Cannot remove yourself
  • Cannot remove organization owner
  • Cannot remove if only admin (must promote another first)

Organization Settings​

Organization Profile​

Editable by: Admins only

Settings:

  • Organization Name: Display name for your team
  • Organization Slug: URL-friendly identifier
  • Industry: Industry category (for query generation)
  • Website: Primary website domain
  • Logo (planned): Organization branding

Access: Settings → Organization

Multi-Organization Support​

Coming Soon: Users can belong to multiple organizations

Planned Features:

  • Organization switcher in navbar
  • Separate data/billing per organization
  • Cross-organization user management
  • Consolidated invoicing (enterprise)

Data Isolation & Security​

Row Level Security (RLS)​

Database-Level Protection:

  • All data filtered by organization_id
  • Users only see their organization's data
  • 100% tested across 22+ tables
  • Impossible to access other organizations' data

What's Protected:

  • Queries and responses
  • Analytics data
  • Citation tracking
  • Budget and cost data
  • API keys (encrypted per org)
  • Team member information
  • All user-generated content

API Key Management​

Per-Organization Keys:

  • Each organization configures own API keys
  • Encrypted with AES-256-GCM
  • Keys never shared between organizations
  • Environment variable fallback for development

Access: Settings → API Keys

See: Configuration Guide

Team Activity Tracking​

Audit Logs​

What's Tracked:

  • User invitations sent
  • Team member additions/removals
  • Role changes
  • Query executions
  • Settings modifications
  • API key updates
  • Budget changes

Viewing Audit Logs:

  • Access: Settings → Audit Logs (coming soon)
  • Filters: User, action type, date range
  • Export: CSV export for compliance

Activity Indicators​

Last Active Timestamp:

  • Shows when user last logged in
  • Updates on each page load
  • Helps identify inactive accounts

Query Execution Attribution:

  • All queries tagged with executing user
  • Analytics shows per-user costs
  • Budget tracking by team member

Best Practices​

Role Assignment Strategy​

Start Conservative:

  • Begin with Analyst/Viewer roles
  • Promote to Editor after proven need
  • Reserve Admin for 1-2 trusted members
  • Never have only one Admin (bus factor!)

By Use Case:

  • Content Team: Editor (needs query + execution)
  • Data Team: Analyst (needs analytics + queries)
  • Stakeholders: Viewer (reporting only)
  • Admins: Technical leads, team owners

Invitation Management​

Email Accuracy:

  • Double-check email addresses
  • Use corporate emails for security
  • Avoid personal emails for work accounts

Invitation Hygiene:

  • Remove expired invitations monthly
  • Re-invite if user didn't receive
  • Track invitation acceptance rate

Team Size Planning​

Recommended Limits:

  • Starter Plan: 1-3 users
  • Professional: 5-10 users
  • Business: 10-50 users
  • Enterprise: Unlimited

Cost Considerations:

  • Additional users may incur costs (check plan)
  • Budget per user for cost tracking
  • Monitor per-user query volume

Onboarding New Team Members​

New User Checklist​

Before Sending Invitation:

  • Determine appropriate role
  • Prepare onboarding documentation
  • Set up user-specific budgets (if applicable)
  • Notify team of new member

After User Accepts:

  • Verify user has correct role
  • Walk through key features
  • Assign initial queries/projects
  • Add to team communication channels

Onboarding Documentation​

Share with New Members:

Offboarding Team Members​

When Someone Leaves​

Immediate Actions:

  1. Remove user from organization
  2. Revoke access to shared credentials
  3. Transfer ownership of queries/content
  4. Update team documentation

Data Retention:

  • Historical queries remain
  • Audit logs preserve activity
  • Analytics data stays intact
  • No data loss from user removal

Communication:

  • Notify team of member departure
  • Reassign responsibilities
  • Update stakeholder reports

Troubleshooting​

Invitation Not Received​

Problem: User didn't receive invitation

Solutions:

  1. Check spam/junk folder
  2. Verify email address is correct
  3. Re-send invitation
  4. Manually share invitation link
  5. Check email delivery service status (admin)

Cannot Change Role​

Problem: Role dropdown disabled or error

Possible Causes:

  • Not an admin (only admins can change roles)
  • Trying to change organization owner
  • Trying to demote yourself as only admin
  • User has pending invitation (accept first)

Solutions:

  1. Verify you have Admin role
  2. Promote another admin before demoting yourself
  3. Contact organization owner

User Sees "Access Denied"​

Problem: User cannot access feature

Possible Causes:

  • Insufficient role permissions
  • Not a member of current organization
  • Session expired

Solutions:

  1. Check user's role in team list
  2. Verify user is in correct organization
  3. Ask user to log out and log back in
  4. Elevate user's role if needed

Security Best Practices​

Access Control​

Principle of Least Privilege:

  • Give minimum required permissions
  • Regularly review role assignments
  • Remove inactive users quarterly
  • Audit admin access monthly

Credential Management​

API Keys:

  • Only Editors and Admins manage API keys
  • Rotate keys quarterly
  • Never share keys externally
  • Monitor for unusual usage

Account Security:

  • Require strong passwords
  • Enable 2FA (when available)
  • Monitor suspicious login attempts
  • Review audit logs weekly

Enterprise Features (Coming Soon)​

SSO Integration​

Single Sign-On Support:

  • Google Workspace
  • Microsoft Azure AD
  • Okta
  • SAML 2.0

Benefits:

  • Centralized user management
  • Automatic provisioning
  • Simplified login experience
  • Enhanced security

Advanced Permissions​

Resource-Level Permissions:

  • Query library access control
  • Report-level sharing
  • Dashboard visibility rules
  • API key scoping

Custom Roles:

  • Define custom role templates
  • Mix-and-match permissions
  • Role inheritance
  • Per-project roles

Multi-Organization Management​

Cross-Org Features:

  • Single user, multiple orgs
  • Organization switcher UI
  • Consolidated billing
  • Enterprise admin dashboard

FAQs​

Q: How many users can I invite? A: Depends on your plan. Starter: 3, Professional: 10, Business: 50, Enterprise: Unlimited.

Q: Can a user belong to multiple organizations? A: Not yet. Multi-organization support is coming in Q2 2025.

Q: What happens to data when I remove a user? A: User loses access but historical data (queries, analytics) remains for audit trail.

Q: Can I change someone from Admin to Viewer? A: Yes, but not if they're the only admin. Promote another admin first.

Q: How do I transfer organization ownership? A: Contact support. Ownership transfer requires verification for security.

Q: Is email delivery configured? A: Currently being implemented. Invitation links work, email notifications coming soon.

Q: Can I customize invitation emails? A: Yes, add a custom message when sending invitation. Email templates coming soon.

Last Updated: October 9, 2025 Feature Status: Fully Implemented (email delivery pending)