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Understanding the Manager Role

Learn what managers can do, how access group scoping works, and how to get started managing your team's knowledge.

This guide is for team members who have been assigned the Manager role, and for admins or owners who want to understand what managers can and cannot do. Managers are responsible for their access groups' content, members, and quality.

If you are an admin looking to set up access groups first, see the Setting up access groups and Permissions guide.

Managers have full control over their assigned access groups. Here is everything a manager can do within their access groups.

Manage access group contentUpload, edit, and organize documents within your managed access groups. Keep your team's knowledge base current and accurate.
Invite members to their access groupsAdd new team members to the access groups you manage. Members gain immediate access to that access group's content.
Resolve duplicate documentsReview and merge duplicate documents that appear within your access groups to keep the knowledge base clean.
Create and edit access groupsSet up new access groups, update names and descriptions, and configure visibility settings for the access groups you manage.
Create and publish content bundlesPackage documents into shareable content bundles for distribution to specific teams or external stakeholders.
View access group analytics, insights, and healthAccess analytics dashboards, knowledge health scores, and insights specific to your managed access groups.
Approve access group resource requestsReview and approve requests from access group members who need access to additional resources or content.
1

Invite Members to Your access groups

Open Workspace → Organization → Team. Find your access group in the list, then click Add Members. Select the people you want to add and confirm. They will gain access immediately.

2

Create a New Access group (If Needed)

In the Team page, scroll to the Access groups section and click Create access group. Enter a name and description, and choose Public or Private visibility based on content sensitivity. You will automatically be assigned as the access group manager.

3

Review and Resolve Duplicates

Check Reports → Health for duplicate alerts within your access groups. Review each pair of potential duplicates and choose to merge or keep them separate. Regular cleanup improves search accuracy and reduces confusion for your team.

4

Monitor Your Access group's Health

Visit Insights to see trends, knowledge gaps, and usage patterns for your access groups. Check Reports → Health for stale content, missing topics, and quality scores. Use these signals to decide what content to add, update, or reorganize.

Pro Tip: You can manage multiple access groups. If you oversee both Engineering and Product, ask your admin to assign you as manager for both. Your dashboard will show combined analytics, and you can switch between access groups when managing content or members.
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