> ## Documentation Index
> Fetch the complete documentation index at: https://reedai-07fa30f1.mintlify.site/llms.txt
> Use this file to discover all available pages before exploring further.

# Invite & Manage Members

> Add team members, assign roles, and manage collaboration across your organization

## Team Management Overview

Effective team management is key to successful collaboration in ZeroTwo. Invite colleagues, assign appropriate roles, and manage access to projects and resources.

<Note>
  Team member limits depend on your plan. Free: 3 members, Pro: 10 members, Team: 50 members, Enterprise: Unlimited.
</Note>

## Inviting Team Members

Add new collaborators to your project or organization.

### Project-Level Invitations

Invite members to a specific project:

<Steps>
  <Step title="Open project">
    Navigate to the project where you want to add members
  </Step>

  <Step title="Access member settings">
    Click **Members** in the project sidebar or go to Project Settings > Team

    **Keyboard shortcut**: `Cmd/Ctrl + Shift + I`
  </Step>

  <Step title="Click Invite Members">
    Click the **+ Invite** button
  </Step>

  <Step title="Enter email addresses">
    Add one or more email addresses:

    **Single invitation**:

    ```
    colleague@company.com
    ```

    **Multiple invitations** (comma or line-separated):

    ```
    john@company.com, jane@company.com, bob@company.com
    ```

    or

    ```
    john@company.com
    jane@company.com
    bob@company.com
    ```
  </Step>

  <Step title="Select role">
    Choose the appropriate role for each invitee:

    * **Admin**: Project management capabilities
    * **Editor**: Create and edit content (default)
    * **Viewer**: Read-only access

    <Info>
      See [Roles & Permissions](/projects/roles-and-permissions) for detailed role descriptions.
    </Info>
  </Step>

  <Step title="Add personal message (optional)">
    Include a welcome message:

    ```
    Hi team! I've added you to our Q1 Marketing project. This is where 
    we'll collaborate on campaign planning and content creation. Looking 
    forward to working together!
    ```
  </Step>

  <Step title="Send invitations">
    Click **Send Invites**

    <Check>
      Invitations are sent via email. Recipients can accept and join immediately.
    </Check>
  </Step>
</Steps>

### Organization-Level Invitations

Add members to your entire organization (Team/Enterprise plans):

<Steps>
  <Step title="Open Organization Settings">
    Profile menu > **Organization Settings**
  </Step>

  <Step title="Navigate to Users">
    Click **Users** in the settings sidebar
  </Step>

  <Step title="Invite users">
    Click **Invite Users** button
  </Step>

  <Step title="Configure invitation">
    * **Email addresses**: Enter email(s)
    * **Organization role**: Member or Admin
    * **Default projects**: Auto-add to specific projects
    * **Department**: Assign to department (optional)
  </Step>

  <Step title="Send">
    Users receive organization invitation and can access assigned projects
  </Step>
</Steps>

## Bulk Invitations

Invite many users at once (Team/Enterprise plans).

### CSV Import

<Steps>
  <Step title="Prepare CSV file">
    Create a CSV with the following columns:

    ```csv theme={null}
    email,name,role,department,projects
    john.doe@company.com,John Doe,editor,Engineering,"Mobile App,API"
    jane.smith@company.com,Jane Smith,admin,Product,"Mobile App"
    bob.jones@company.com,Bob Jones,viewer,Marketing,"Mobile App"
    ```

    **Required columns**:

    * `email`: User email address

    **Optional columns**:

    * `name`: Full name
    * `role`: admin, editor, or viewer
    * `department`: Department name
    * `projects`: Comma-separated project names
  </Step>

  <Step title="Upload CSV">
    Organization Settings > Users > **Bulk Invite** > **Upload CSV**
  </Step>

  <Step title="Review and confirm">
    Preview the invitations:

    * Shows how many users will be added
    * Highlights any errors or duplicates
    * Displays role assignments
  </Step>

  <Step title="Send invitations">
    Click **Send All Invitations**

    <Info>
      Users are invited in batches to avoid overwhelming email systems.
    </Info>
  </Step>
</Steps>

### Domain-Based Auto-Invite (Enterprise)

Automatically add users from your email domain:

<Steps>
  <Step title="Enable auto-invite">
    Organization Settings > Users > **Auto-Invite**
  </Step>

  <Step title="Configure domain">
    Enter your company domain:

    ```
    company.com
    ```
  </Step>

  <Step title="Set default role">
    Choose role for auto-invited users (usually "Member")
  </Step>

  <Step title="Optional: Approval workflow">
    * **Auto-approve**: Users join automatically
    * **Require approval**: Admin must approve first
  </Step>

  <Step title="Activate">
    Anyone with an @company.com email can now sign up automatically
  </Step>
</Steps>

## Managing Invitations

Track and manage pending invitations.

### Viewing Pending Invitations

**Location**: Project Settings > Team > **Pending Invites** tab

**Information shown**:

* Email address
* Invited by
* Date sent
* Role assigned
* Expiration date (30 days default)

**Actions available**:

* 📧 Resend invitation
* ✏️ Change role before accepted
* 🗑️ Cancel invitation

### Resending Invitations

If someone didn't receive the email:

<Steps>
  <Step title="Find invitation">
    Go to Pending Invites list
  </Step>

  <Step title="Click Resend">
    Click **Resend** button next to the invitation
  </Step>

  <Step title="Confirm">
    New email sent to the recipient

    <Tip>
      Check spam/junk folders if users aren't receiving invitations.
    </Tip>
  </Step>
</Steps>

### Canceling Invitations

Remove an invitation before it's accepted:

<Steps>
  <Step title="Locate invitation">
    Find the invitation in Pending Invites
  </Step>

  <Step title="Click Cancel">
    Click **Cancel** or **×** button
  </Step>

  <Step title="Confirm cancellation">
    Invitation is revoked - the link will no longer work
  </Step>
</Steps>

## Managing Active Members

Work with users who have already joined.

### Viewing Team Members

<Tabs>
  <Tab title="Project Members">
    **View project team**:

    Project Settings > Team > **Members** tab

    **Information displayed**:

    * Name and avatar
    * Email address
    * Role in project
    * Join date
    * Last active
    * Current online status

    **Quick actions**:

    * Change role
    * Send message
    * View activity
    * Remove from project
  </Tab>

  <Tab title="Organization Members">
    **View all organization users**:

    Organization Settings > Users

    **Additional info**:

    * Projects they're in
    * Department
    * License type
    * Usage statistics
    * Account status

    **Bulk actions**:

    * Export user list
    * Bulk role changes
    * Group assignments
    * License management
  </Tab>
</Tabs>

### Changing Member Roles

Update a member's permissions:

<Steps>
  <Step title="Find member">
    Navigate to Members list in project or organization settings
  </Step>

  <Step title="Click role dropdown">
    Click the current role badge next to their name
  </Step>

  <Step title="Select new role">
    Choose from available roles:

    * Owner (transfer ownership)
    * Admin
    * Editor
    * Viewer
    * Custom roles (Enterprise)
  </Step>

  <Step title="Confirm change">
    Role updates immediately

    <Warning>
      The member receives a notification about the role change.
    </Warning>
  </Step>
</Steps>

### Removing Members

Remove someone from a project or organization:

<Tabs>
  <Tab title="Remove from Project">
    <Steps>
      <Step title="Access project team">
        Project Settings > Team > Members
      </Step>

      <Step title="Find member">
        Locate the user to remove
      </Step>

      <Step title="Click remove">
        Click **⋮** menu > **Remove from Project**
      </Step>

      <Step title="Transfer content (optional)">
        Optionally reassign their conversations and files to another member
      </Step>

      <Step title="Confirm removal">
        User loses access to this project but remains in organization
      </Step>
    </Steps>

    <Info>
      Removing from a project doesn't delete their account or affect other projects.
    </Info>
  </Tab>

  <Tab title="Remove from Organization">
    <Steps>
      <Step title="Open organization users">
        Organization Settings > Users
      </Step>

      <Step title="Select user">
        Find the user to remove
      </Step>

      <Step title="Click remove">
        Click **⋮** menu > **Remove from Organization**
      </Step>

      <Step title="Choose removal type">
        **Deactivate**: Suspend access, keep data

        * Preserves all content
        * Can be reactivated later
        * Still counts toward license

        **Remove Completely**: Delete user

        * Removes from all projects
        * Option to delete or transfer content
        * Frees up license seat
      </Step>

      <Step title="Handle content">
        Choose what happens to their work:

        * Transfer to another user
        * Keep with "Former User" attribution
        * Delete all their content (not recommended)
      </Step>

      <Step title="Confirm">
        User is removed from organization immediately
      </Step>
    </Steps>

    <Warning>
      Removed users lose access to all projects and organization resources.
    </Warning>
  </Tab>
</Tabs>

## Member Activity

Monitor team member engagement and contributions.

### Activity Dashboard

**View member activity**:

* Recent conversations
* Files uploaded
* Comments added
* Projects accessed
* Tools used
* Last online time

**Access**: Click member name > **View Activity**

### Usage Analytics (Team/Enterprise)

**Track team metrics**:

<CardGroup cols={2}>
  <Card title="Conversation Stats" icon="messages">
    * Total conversations
    * Messages sent
    * AI model usage
    * Most active times
  </Card>

  <Card title="Content Created" icon="file">
    * Files uploaded
    * Documents created
    * Code generated
    * Images created
  </Card>

  <Card title="Collaboration" icon="users">
    * Shares created
    * Comments added
    * Projects contributed to
    * Team interactions
  </Card>

  <Card title="Tool Usage" icon="wrench">
    * Tools enabled
    * Most used tools
    * Integration activity
    * API calls made
  </Card>
</CardGroup>

**View analytics**: Organization Settings > Analytics > Team Activity

## Guest Access

Invite external collaborators with limited access (Team/Enterprise).

### Inviting Guests

<Steps>
  <Step title="Enable guest access">
    Project Settings > Team > **Enable Guest Access**
  </Step>

  <Step title="Click Invite Guest">
    Click **+ Invite Guest** button
  </Step>

  <Step title="Enter guest details">
    * **Email**: Guest email address
    * **Name**: Guest's full name
    * **Company**: Their organization (optional)
  </Step>

  <Step title="Configure access">
    **Access Level**:

    * View only
    * View & comment

    **Content Access**:

    * Select specific conversations
    * Select specific files
    * Select folders

    **Expiration**:

    * 7 days
    * 30 days
    * 90 days
    * Custom date
    * No expiration (not recommended)
  </Step>

  <Step title="Add message">
    Welcome message for the guest:

    ```
    Hi! I'm sharing our product mockups for your review. 
    Please let me know your thoughts by Friday.
    ```
  </Step>

  <Step title="Send invitation">
    Guest receives email with access link

    <Check>
      Guests can access content without creating a full account.
    </Check>
  </Step>
</Steps>

### Managing Guests

**Guest management panel**: Project Settings > Team > **Guests** tab

**Actions available**:

* Extend expiration
* Add/remove content access
* Upgrade to full member
* Revoke access
* View guest activity

<Tip>
  Convert frequent guests to full team members for better collaboration.
</Tip>

## Teams & Departments (Enterprise)

Organize large groups of users.

### Creating Departments

<Steps>
  <Step title="Navigate to departments">
    Organization Settings > Departments
  </Step>

  <Step title="Create department">
    Click **+ New Department**

    **Details**:

    * **Name**: Engineering, Product, Marketing, etc.
    * **Description**: Department purpose
    * **Lead**: Department manager
    * **Budget**: Cost allocation (optional)
  </Step>

  <Step title="Add members">
    * Assign existing users
    * Set department roles
    * Define default permissions
  </Step>

  <Step title="Configure settings">
    * Default projects
    * Available tools
    * Spending limits
    * Custom policies
  </Step>
</Steps>

### Department Benefits

**Why use departments**:

<AccordionGroup>
  <Accordion title="Simplified management">
    * Bulk user operations
    * Group permissions
    * Shared settings
    * Easier onboarding
  </Accordion>

  <Accordion title="Better organization">
    * Clear structure
    * Easy to find people
    * Project assignment
    * Reporting hierarchies
  </Accordion>

  <Accordion title="Cost tracking">
    * Department budgets
    * Usage by department
    * Cost allocation
    * Chargeback reports
  </Accordion>

  <Accordion title="Tailored access">
    * Department-specific tools
    * Custom integrations
    * Role templates
    * Workflow automation
  </Accordion>
</AccordionGroup>

## Notification Management

Configure how members are notified.

### Project Notifications

**Settings**: Project Settings > Notifications

**Options for members**:

* 🔔 **All activity**: Every change
* 📬 **Mentions & direct**: Only when mentioned
* 📭 **Important only**: Critical updates
* 🔕 **None**: No notifications

**Per-user override**: Members can customize their own settings

### @Mentions

Tag team members in conversations:

**How to mention**:

```
@john can you review this API implementation?

@jane @bob let's discuss the design approach
```

**Mention types**:

* `@username`: Notify specific user
* `@team`: Notify all project members
* `@department`: Notify department (Enterprise)
* `@admins`: Notify all admins

**Notification sent**:

* In-app notification
* Email (based on preferences)
* Slack/Teams DM (if connected)

## Best Practices

<AccordionGroup>
  <Accordion title="Invite strategically">
    **Right people, right roles**:

    ✅ **Do**:

    * Invite only necessary team members
    * Start with minimal permissions
    * Use Viewer role for stakeholders
    * Give Admin sparingly

    ❌ **Don't**:

    * Invite everyone "just in case"
    * Give everyone Admin access
    * Forget to onboard new members
    * Leave inactive members

    **Onboarding checklist**:

    * [ ] Send invitation
    * [ ] Add to relevant projects
    * [ ] Assign appropriate role
    * [ ] Share getting started guide
    * [ ] Introduce to team
    * [ ] Set up 1:1 check-in
  </Accordion>

  <Accordion title="Maintain clean member lists">
    **Regular cleanup**:

    **Monthly review**:

    * Remove inactive members
    * Update roles as needed
    * Verify guest access
    * Clean up pending invites

    **Quarterly audit**:

    * Review all permissions
    * Update department assignments
    * Archive old guest access
    * Optimize license usage

    **When someone leaves**:

    1. Remove access immediately
    2. Transfer critical content
    3. Document their projects
    4. Update team contacts
    5. Free up license seat
  </Accordion>

  <Accordion title="Use departments effectively">
    **Structure for scale** (Enterprise):

    **Good structure**:

    ```
    Organization
    ├── Engineering (50 people)
    │   ├── Frontend Team (15)
    │   ├── Backend Team (20)
    │   └── DevOps Team (15)
    ├── Product (20 people)
    │   ├── Product Management (8)
    │   └── Design (12)
    └── Marketing (30 people)
        ├── Content (10)
        ├── Growth (10)
        └── Brand (10)
    ```

    **Benefits**:

    * Clear hierarchy
    * Manageable groups
    * Easy bulk operations
    * Clear reporting
  </Accordion>

  <Accordion title="Communication and transparency">
    **Keep team informed**:

    **When adding members**:

    * Announce in project
    * Explain their role
    * Introduce to team
    * Share relevant context

    **When changing roles**:

    * Notify the user privately
    * Explain the reason
    * Update team if relevant
    * Document the change

    **When removing members**:

    * Handle professionally
    * Transfer work clearly
    * Notify relevant stakeholders
    * Update documentation
  </Accordion>
</AccordionGroup>

## Troubleshooting

<AccordionGroup>
  <Accordion title="Invitation not received">
    **Common issues**:

    1. **Spam/junk folder**: Most common cause
    2. **Email typo**: Verify email address
    3. **Email server blocking**: Corporate filters
    4. **Invitation expired**: 30-day expiration

    **Solutions**:

    * Resend invitation
    * Check spam filters
    * Try alternative email
    * Use direct invite link
    * Whitelist zerotwo.ai emails

    **Whitelist these domains**:

    * zerotwo.ai
    * [notifications@zerotwo.ai](mailto:notifications@zerotwo.ai)
    * [invites@zerotwo.ai](mailto:invites@zerotwo.ai)
  </Accordion>

  <Accordion title="Can't change member role">
    **Possible reasons**:

    * You lack permissions (need Admin)
    * Trying to change Owner role
    * Member is in another organization
    * Account is deactivated

    **Solutions**:

    * Ask project Admin for help
    * Transfer ownership first (if Owner)
    * Verify user account status
    * Check organization membership
  </Accordion>

  <Accordion title="Member still has access after removal">
    **Troubleshooting**:

    1. **Cache issue**: User may see cached data
       * Solution: User should log out and back in
    2. **Multiple accounts**: User has another account
       * Solution: Remove all accounts
    3. **Guest access separate**: Guest link still active
       * Solution: Revoke guest access links
    4. **Shared links**: Content shared publicly
       * Solution: Revoke share links
    5. **Removal pending**: Takes a few minutes
       * Solution: Wait 5 minutes, refresh
  </Accordion>

  <Accordion title="Hit member limit">
    **Solutions**:

    **Remove inactive users**:

    * Deactivate unused accounts
    * Remove completely if no longer needed

    **Upgrade plan**:

    * Increase seat count
    * Upgrade to higher tier

    **Use guest access**:

    * For temporary collaborators
    * For external stakeholders
    * Guests don't count toward limit

    **Contact sales**:

    * For custom seat counts
    * For volume discounts
  </Accordion>
</AccordionGroup>

## Next Steps

<CardGroup cols={2}>
  <Card title="Roles & Permissions" icon="shield" href="/projects/roles-and-permissions">
    Understand role capabilities
  </Card>

  <Card title="Share Content" icon="share" href="/projects/shared-chats-and-docs">
    Collaborate with team members
  </Card>

  <Card title="Organization Settings" icon="building" href="/projects/org-settings">
    Configure org-wide settings
  </Card>

  <Card title="Create Projects" icon="folder-plus" href="/projects/create-project">
    Set up team projects
  </Card>
</CardGroup>

<Check>
  Effective team management enables smooth collaboration and productive teamwork!
</Check>