Simply AskingDocs

Inviting Your Team and Assigning Roles

Bring your team on board by sending invitations, assigning the right roles, and organizing members into access groups.

This guide is for owners and admins who need to bring team members into the organization. Owners can invite anyone and assign any role. Admins can invite new members and assign Manager or Member roles.

If you have not set up your organization yet (name, logo, description), complete the Setting Up Your Organization guide first.

By the end of this guide, you will have invited your team members, assigned them appropriate roles, and created at least one access group to organize your team's knowledge.

1

Open Team Management

Open Workspace, then Organization → Team → Invitations.

2

Start an Invitation

Click the Invite User button at the top of the Team Management page. An invitation dialog will appear where you can enter email addresses and select a role.

3

Enter Email Addresses

Type or paste an email address into the Email field. You can invite multiple people at once by adding additional email addresses. Each person will receive their own invitation email.

Important: Each user can only belong to one organization. If someone already belongs to another org, they will need to leave it before accepting your invitation.
4

Assign a Role

Select a role from the Role dropdown. The four available roles are Owner, Admin, Manager, and Member. See the "Understanding Roles" section below for details on each.

For most team members, Member is the right choice. Promote to Manager or Admin as needed once they are familiar with the platform.

Click Send Invitation. The invitee will receive an email with a link to join your organization.

5

Create Your First Access group

Access groups group team members and their knowledge together. Documents uploaded to an access group are scoped to that team.

On the Team Management page, find the Access groups section. Click Create access group and give it a name (e.g., "Engineering", "Sales", "Support"). Optionally add a description.

6

Assign Members to Access groups

Click on an access group to open its detail view, then click Add Members and select the team members who belong to this access group.

Members can belong to multiple access groups. A person in both "Engineering" and "DevOps" will see content from both.

Pro Tip: Start everyone as a Member and promote people as your team settles in. It is easier to grant more permissions later than to untangle problems caused by too many admins making conflicting changes early on.

Your team is invited and organized. The next step is to start adding knowledge to the platform. The upload guide walks you through adding your first documents and watching them get processed into searchable, connected knowledge.

Was this helpful?