Waymaker
Permissions

Managing Team Members

Team member management in Waymaker depends on your role and follows our permission system. This guide covers what each role can do and how to perform common team management tasks.

TeamMembers

Learn how to add, remove, and manage team members in your Waymaker organization.

Overview

Team member management in Waymaker depends on your role and follows our permission system. This guide covers what each role can do and how to perform common team management tasks.

Who Can Manage Team Members?

🏢 Account Owner & Organization Admin

  • Add/remove any user from the organization
  • Create and delete teams
  • Assign team admins and manage all team memberships
  • Manage user licenses and billing
  • Override any team restrictions

👥 Team Admin

  • Add/remove members within their assigned teams only
  • Change member roles (member ↔ admin) within their teams
  • Manage team settings and configurations
  • Cannot create new teams or manage billing

👤 Regular Users

  • Cannot manage other users or team memberships
  • Can view team members they work with
  • Can leave teams they're part of (if team settings allow)

Adding Team Members

Method 1: Add to Organization (Org Admin)

Best for: Adding new employees who need platform access

  1. Go to Admin Dashboard → User Licenses tab
  2. Click "Add User"
  3. Enter their email address
  4. Select license tier (Platform, Business, Enterprise)
  5. Click "Add User" - they receive invitation email
  6. They can then join teams or be added by team admins

Method 2: Add to Specific Team (Team Admin)

Best for: Adding existing organization members to your team

  1. Go to Admin Dashboard → Teams tab
  2. Find your team and click to expand
  3. Click "Add Member"
  4. Enter email address of existing organization member
  5. Select role (Member or Admin)
  6. Click "Add Member" - they're immediately added

Method 3: Bulk Team Assignment (Org Admin)

Best for: Adding multiple people to teams at once

  1. Go to Admin Dashboard → User Licenses tab
  2. Find existing users in the list
  3. Use team assignment controls next to each user
  4. Select teams and roles for each person
  5. Changes apply immediately

Managing Existing Team Members

Changing Roles

Within a Team (Team Admin)

  1. Find the team member in your team's member list
  2. Click the role dropdown next to their name
  3. Select new role:
    • Member: Basic team access
    • Admin: Can manage other team members
  4. Change applies immediately

Organization-Wide (Org Admin)

  1. Go to User Licenses tab
  2. Find the user in the organization list
  3. Use upgrade/downgrade arrows to change license tiers
  4. Use team controls to modify team memberships
  5. Changes affect billing immediately

Removing Team Members

From a Specific Team (Team Admin)

  1. Find the team member in your team's list
  2. Click the remove button (🗑️) next to their name
  3. Confirm removal - they lose access to team resources
  4. They keep organization access and other team memberships

From Organization (Org Admin Only)

  1. Go to User Licenses tab
  2. Find the user in the organization list
  3. Click remove/trash icon next to their name
  4. Confirm removal - they lose all access immediately
  5. License billing stops at next billing cycle

Understanding Team Invitations

Invitation Process

  1. Email sent automatically when user is added
  2. Contains team/organization details and next steps
  3. User clicks link to accept invitation
  4. Account created if they don't have one
  5. Added to team with specified role

Invitation Status

  • Pending: Email sent, user hasn't responded yet
  • Active: User accepted and has access
  • Expired: Invitation expired (usually 7 days)
  • Declined: User explicitly declined invitation

Managing Pending Invitations

  1. Check invitation status in team member lists
  2. Resend invitations if needed using resend button
  3. Cancel pending invitations if no longer needed
  4. Update invitation details before user accepts

Team Member Permissions

What Team Members Can Do

  • Access team resources (projects, documents, shared spaces)
  • Collaborate on team projects and participate in discussions
  • View other team members and their roles
  • Use team-specific features based on their license tier
  • Receive team notifications and updates

What Team Admins Can Do

  • Everything team members can do plus:
  • Add new team members (existing organization users)
  • Remove team members from the team
  • Change member roles within the team
  • Manage team settings and configurations
  • View team usage and activity reports

Common Scenarios

New Employee Onboarding

  1. Organization Admin adds user with appropriate license
  2. HR or manager adds them to relevant teams
  3. Team Admin adjusts their role if needed
  4. User receives welcome email with setup instructions

Team Restructuring

  1. Review current team structure and member roles
  2. Plan new team organization with stakeholders
  3. Move users between teams using team management tools
  4. Update team admin assignments as needed
  5. Communicate changes to affected team members

User Leaving Company

  1. Remove from all teams immediately (Team Admins)
  2. Remove from organization (Organization Admin)
  3. License automatically cancelled at next billing cycle
  4. Data access revoked immediately
  5. Audit trail maintained for compliance

Project-Based Teams

  1. Create temporary team for project duration
  2. Add relevant stakeholders with appropriate roles
  3. Assign team admin to project manager
  4. Remove team when project completes
  5. Archive team data if needed for records

Best Practices

✅ Good Team Management

  • Start with User role and promote as needed
  • Use Team Admins for department/project leadership
  • Regular access reviews - remove unused memberships
  • Clear role definitions - document what each role means
  • Communicate changes - let people know about role updates

❌ Common Mistakes

  • Adding people as Organization Admin when Team Admin is sufficient
  • Forgetting to remove team access when people change roles
  • Not communicating role changes to affected team members
  • Overcomplicating team structure - keep it simple and functional

Security Guidelines

  • Review team access quarterly for inactive members
  • Monitor team admin assignments - ensure they're still appropriate
  • Use principle of least privilege - minimum access needed for the job
  • Document team structure for audit and compliance purposes

Troubleshooting

"I can't add someone to my team"

  • Check your role - you need Team Admin or Organization Admin
  • Verify user exists - they must be in your organization first
  • Check team settings - some teams restrict who can add members
  • Contact Organization Admin if you need broader permissions

"Team member isn't receiving invitations"

  • Check spam folder - invitations sometimes get filtered
  • Verify email address - ensure it's spelled correctly
  • Resend invitation using the resend button
  • Try different email if they have multiple addresses

"Changes aren't showing up"

  • Refresh your browser - changes are usually immediate
  • Check your permissions - ensure you can see the team/user
  • Verify team membership - you might not have access to see certain users
  • Contact support if problems persist

Next Steps: