Effective team management is crucial for successful video collaboration. This guide covers inviting members, managing roles and permissions, organizing teams, and maintaining organization security.

Team Management Guide

Effective team management is crucial for successful video collaboration. This guide covers inviting members, managing roles and permissions, organizing teams, and maintaining organization security.

What You'll Learn

Inviting and onboarding team members
Understanding roles and permissions
Managing team access and security
Organizing large teams effectively
Handling team transitions and changes
Best practices for team collaboration

Understanding Team Structure

Organization Hierarchy

Organization Level

Contains all team members
Defines overall access and permissions
Sets organization-wide policies
Manages billing and subscriptions

Channel Level

Subset of organization members
Topic or project-specific access
Granular permission control
Specialized collaboration groups

Content Level

Individual video permissions
Specific sharing controls
Temporary access grants
Guest access management

Team Roles

Organization Roles

Owner

Full administrative control
Billing and subscription management
Member management and role assignment
Organization deletion and transfer
Only one owner per organization

Admin

Member management (except owner role changes)
Content moderation and management
Organization settings configuration
Security and compliance management
Multiple admins allowed

Member

Standard organization access
Upload and organize content
Comment and collaborate
Create channels and series
Default role for new members

Viewer

View-only access to organization content
Can comment if enabled
Limited sharing capabilities
Cannot upload or create content
Useful for stakeholders and external partners

Content-Specific Roles

Channel Admin

Manage specific channel settings
Moderate channel content
Control channel membership
Set channel-specific permissions

Series Moderator

Manage series content and order
Moderate series discussions
Control series access
Track series completion

Inviting Team Members

Invitation Methods

Individual Invitations

Via Email

Go to Settings → Members
Click "Invite Member"
Enter email address
Select role (Member, Admin, Viewer)
Add personal message (optional)
Click "Send Invitation"

Via Sharing Link

Generate organization invitation link
Set expiration date and usage limits
Share link with team members
Monitor invitation acceptance
Remove or update links as needed

Via Command Bar

Press ⌘K (Mac) or Ctrl+K (Windows)
Type "invite member"
Enter email and role
Send invitation

Bulk Invitations

CSV Import

Prepare CSV file with columns: email, role, name
Go to Settings → Members → Bulk Import
Upload CSV file
Review invitation list
Send all invitations at once

Domain-Based Invitations

Set up domain-based auto-acceptance
Anyone with company email can join
Set default role for domain users
Configure approval workflows if needed

Invitation Management

Tracking Invitations

Invitation Status

Pending - Invitation sent, not yet accepted
Accepted - Member has joined organization
Expired - Invitation has expired
Rejected - Invitation was declined

Invitation Details

Sent date and time
Invited by whom
Role assigned
Expiration date
Acceptance status

Managing Pending Invitations

Resend Invitations

Resend expired invitations
Update invitation messages
Change role assignments
Extend expiration dates

Cancel Invitations

Remove pending invitations
Revoke unused invitation links
Clean up invitation lists
Manage security exposure

Managing Team Members

Member Overview

Member Directory

Viewing Members

Navigate to Settings → Members
View all organization members
See roles and permissions
Monitor member activity
Access member profiles

Member Information

Name and email
Role and permissions
Join date and last activity
Content contributions
Collaboration activity

Member Search and Filtering

Search Functions

Search by name or email
Filter by role type
Sort by activity or join date
Find specific members quickly

Activity Tracking

Last login date
Recent video activity
Comment participation
Sharing behavior

Role Management

Changing Member Roles

Individual Role Changes

Go to Settings → Members
Find the member
Click "Edit" or role dropdown
Select new role
Confirm changes

Bulk Role Changes

Select multiple members
Choose "Change Role" from actions menu
Select new role
Apply to all selected members

Role Permissions

Owner Permissions

All admin permissions
Billing and subscription management
Organization ownership transfer
Organization deletion
Owner role assignment

Admin Permissions

Member management
Content moderation
Organization settings
Security configuration
Role assignment (except owner)

Member Permissions

Content upload and organization
Comment and collaboration
Channel and series creation
Basic sharing capabilities
Profile management

Viewer Permissions

Content viewing
Comment participation (if enabled)
Limited sharing
Profile viewing
Basic organization navigation

Advanced Member Management

Custom Permissions

Granular Control

Set specific permissions per member
Override role defaults
Create custom permission sets
Manage temporary access

Permission Categories

Content - Upload, edit, delete
Collaboration - Comment, share, mention
Administration - Manage settings, moderate
Security - Access logs, change permissions

Group Management

Creating Groups

Go to Settings → Groups
Click "Create Group"
Add group name and description
Select group members
Set group permissions

Group Benefits

Simplified permission management
Bulk operations
Organized team structure
Easier communication

Team Security and Access Control

Security Settings

Access Controls

Two-Factor Authentication

Require 2FA for all members
Enforce 2FA for admin roles
Provide 2FA setup assistance
Monitor 2FA compliance

Session Management

Set session timeout periods
Force logout after inactivity
Monitor active sessions
Revoke sessions remotely

IP Restrictions

Limit access to specific IP ranges
Geo-location restrictions
VPN requirements
Office-only access

Security Monitoring

Activity Logs

Track member login activity
Monitor permission changes
Log content access
Review security events

Audit Trails

Complete action history
Member activity tracking
Security incident logs
Compliance reporting

Data Protection

Privacy Settings

Member Privacy

Control profile visibility
Manage contact information
Set communication preferences
Handle data requests

Content Privacy

Video access controls
Comment privacy settings
Sharing restrictions
Download permissions

Compliance Management

Data Retention

Set retention policies
Automatic content archival
Secure deletion procedures
Compliance reporting

Access Requests

Handle data access requests
Provide data exports
Manage deletion requests
Maintain compliance records

Organizing Large Teams

Team Structure Strategies

Departmental Organization

Structure Example

Company Organization
├── Engineering Team
│   ├── Frontend Developers
│   ├── Backend Developers
│   └── DevOps Team
├── Marketing Team
│   ├── Content Creators
│   ├── Social Media Team
│   └── Analytics Team
└── Sales Team
    ├── Account Managers
    ├── Sales Development
    └── Customer Success

Benefits

Clear reporting structure
Departmental autonomy
Specialized permissions
Focused collaboration

Project-Based Organization

Structure Example

Project Alpha Organization
├── Core Team
│   ├── Project Manager
│   ├── Lead Developer
│   └── Designer
├── Extended Team
│   ├── Stakeholders
│   ├── Subject Matter Experts
│   └── Reviewers
└── External Partners
    ├── Contractors
    ├── Consultants
    └── Vendors

Benefits

Project-focused collaboration
Clear stakeholder management
Flexible team composition
Time-limited access

Managing Team Communication

Communication Channels

Organization-Wide Communication

Announcements and updates
Policy changes
Important notifications
General discussions

Team-Specific Communication

Department updates
Project communications
Role-specific information
Specialized discussions

Notification Management

Team Notification Settings

Default notification levels
Role-based notifications
Escalation procedures
Quiet hours and schedules

Communication Preferences

Email notifications
In-app alerts
Mobile notifications
Digest summaries

Team Onboarding and Training

New Member Onboarding

Onboarding Process

Pre-Arrival Setup

Create organization account
Set up initial permissions
Prepare welcome materials
Schedule onboarding session

First Day Activities

Welcome and organization tour
Role and responsibility overview
Tool training and setup
Initial project assignment

First Week Goals

Complete profile setup
Join relevant channels
Attend team meetings
Begin contributing to discussions

Training Materials

Video Tutorials

Platform overview
Feature demonstrations
Best practices guides
Common workflows

Documentation

User guides and manuals
Team-specific procedures
Troubleshooting resources
FAQ collections

Ongoing Training

Skill Development

Regular Training Sessions

Monthly feature updates
Best practices workshops
Advanced feature training
Collaboration techniques

Self-Service Resources

Video library access
Documentation updates
Help center resources
Community forums

Performance Support

Mentorship Programs

Pair new members with experienced users
Regular check-ins and feedback
Skills assessment and development
Career progression support

Performance Monitoring

Track engagement levels
Monitor contribution quality
Identify training needs
Provide targeted support

Handling Team Changes

Member Departures

Offboarding Process

Immediate Actions

Revoke organization access
Transfer content ownership
Update shared content permissions
Remove from team communications

Content Transition

Identify member's content
Transfer to appropriate team members
Update video ownership
Maintain content accessibility

Access Cleanup

Remove from all channels and series
Revoke sharing permissions
Clean up personal content
Archive member information

Knowledge Transfer

Documentation Handover

Create handover documents
Transfer institutional knowledge
Update process documentation
Share important insights

Content Responsibilities

Reassign content management
Update approval workflows
Transfer ongoing projects
Maintain continuity

Team Restructuring

Reorganization Planning

Impact Assessment

Identify affected members
Map current permissions
Plan new structure
Communicate changes

Implementation Strategy

Gradual transition plan
Clear communication timeline
Support during transition
Monitor for issues

Role Transitions

Promotion Management

Update role permissions
Provide additional training
Communicate changes to team
Monitor adaptation

Responsibility Changes

Redistribute workload
Update access permissions
Modify collaboration patterns
Ensure continuity

Best Practices

Team Communication

Regular Check-ins

Team Meetings

Weekly or bi-weekly team calls
Monthly all-hands meetings
Quarterly strategy sessions
Annual team retreats

One-on-One Meetings

Regular manager-direct reports
Peer collaboration sessions
Mentor-mentee meetings
Cross-functional partnerships

Clear Communication

Expectations Setting

Define communication standards
Set response time expectations
Establish escalation procedures
Create communication guidelines

Feedback Culture

Encourage open feedback
Provide constructive criticism
Celebrate successes
Address issues promptly

Performance Management

Goal Setting

Individual Goals

Align with team objectives
Set measurable outcomes
Provide regular feedback
Support skill development

Team Goals

Collaborative objectives
Shared success metrics
Team-based incentives
Collective accountability

Performance Tracking

Engagement Metrics

Participation rates
Content contributions
Collaboration frequency
Quality of interactions

Productivity Measures

Content creation rates
Review completion times
Response times
Project contributions

Continuous Improvement

Regular Reviews

Process Evaluation

Quarterly team reviews
Workflow assessments
Tool effectiveness analysis
Improvement recommendations

Feedback Collection

Team surveys
Individual feedback sessions
Anonymous suggestion boxes
Regular pulse checks

Adaptation and Growth

Evolving Practices

Adapt to team changes
Incorporate new features
Improve based on feedback
Scale with team growth

Knowledge Sharing

Document lessons learned
Share best practices
Create reusable templates
Build institutional knowledge

Troubleshooting Team Issues

Common Problems

Access Issues

Member Can't Access Organization

Verify invitation was sent and accepted
Check email spam folders
Confirm role permissions
Validate organization access

Permission Problems

Review role assignments
Check custom permissions
Verify group memberships
Update access controls

Communication Issues

Low Engagement

Analyze participation patterns
Identify barriers to participation
Provide additional training
Adjust communication strategies

Notification Overload

Review notification settings
Provide training on management
Adjust default settings
Create digest options

Resolution Strategies

Systematic Approach

Issue Identification

Gather detailed information
Reproduce the problem
Identify root causes
Document findings

Solution Implementation

Develop action plan
Implement fixes
Monitor results
Communicate changes

Prevention Measures

Proactive Management

Regular system checks
Preventive maintenance
Training updates
Policy reviews

Continuous Monitoring

Track system health
Monitor user feedback
Identify trends
Address issues early

Next: Settings and Preferences Guide

Need help with team management? Check our Troubleshooting Guide or contact support.