Team Management
Effectively manage your team members, control access permissions, and collaborate seamlessly within your Toffu workspace.
Overview
Team management in Toffu allows you to:
- Add new team members with specific roles and permissions
- Control access to workflows, knowledge bases, and integrations
- Monitor team activity and collaboration
- Remove team members when necessary
- Manage billing and seat allocation
Adding Users
Prerequisites
Before adding team members, ensure you have:
- Admin or Owner permissions in your workspace
- Available seats in your current plan
- Company setup completed (see Account Settings)
Step-by-Step Process
1. Navigate to Team Management
- Click on your profile avatar in the top-right corner
- Select "Team Settings" or "Manage Team" from the dropdown
- Alternatively, access via Settings → Team Management
2. Invite New Members
-
Click "Invite Team Member"
- Located in the top-right of the team management page
- Opens the user invitation modal
-
Enter User Information
- Email Address: Enter the new member's work email
- First Name: Member's first name
- Last Name: Member's last name
- Role: Select appropriate role (see Role Types below)
-
Set Permissions
- Workspace Access: Full access or specific areas
- Workflow Permissions: Create, edit, view, or no access
- Knowledge Access: Full, limited, or read-only
- Integration Access: Admin, user, or no access
3. Role Types and Permissions
Owner
- Full administrative control
- Billing and subscription management
- Can add/remove any team member
- Access to all workflows and data
- Cannot be removed by other members
Admin
- User management capabilities
- Workflow and knowledge administration
- Integration management
- Cannot modify owner permissions
- Can manage billing (if enabled)
Manager
- Team oversight capabilities
- Can create and manage workflows
- Access to team performance analytics
- Can invite new members (limited)
- Approve/reject content
Editor
- Create and edit workflows
- Contribute to knowledge bases
- Use integrations (if permitted)
- Collaborate on team projects
- Cannot manage team settings
Viewer
- Read-only access to permitted content
- Can run existing workflows
- View reports and analytics
- Cannot create or modify content
- Limited collaboration features
4. Send Invitation
-
Review Settings
- Double-check email address and permissions
- Verify role assignment
- Confirm access levels
-
Customize Invitation Message (Optional)
- Add a personal welcome message
- Include onboarding instructions
- Mention specific projects or workflows
-
Send Invitation
- Click "Send Invitation"
- The new member will receive an email invite
- Invitation expires after 7 days
5. Track Invitation Status
Monitor invitation progress in the team management dashboard:
- Pending: Invitation sent, awaiting response
- Accepted: User has joined the workspace
- Expired: Invitation expired after 7 days
- Declined: User declined the invitation
Bulk User Import
For larger teams, use the bulk import feature:
-
Download Template
- Click "Bulk Import" in team management
- Download the CSV template
- Fill with user information
-
Prepare CSV File
Email,First Name,Last Name,Role,Department john.doe@company.com,John,Doe,Editor,Marketing jane.smith@company.com,Jane,Smith,Manager,Sales
-
Upload and Review
- Upload completed CSV file
- Review user list for accuracy
- Resolve any validation errors
-
Send Bulk Invitations
- Confirm all details are correct
- Send invitations to all users
- Monitor acceptance rates
Onboarding New Members
Ensure smooth onboarding with these steps:
-
Pre-arrival Setup
- Prepare welcome documentation
- Assign initial workflows or projects
- Set up necessary integrations
-
First Day Activities
- Conduct platform orientation
- Review company-specific workflows
- Introduce key team members
-
Week One Goals
- Complete basic training modules
- Create first workflow
- Participate in team collaboration
Managing Existing Users
Modifying User Permissions
-
Access User Profile
- Go to Team Management
- Click on the user's name or email
- Select "Edit Permissions"
-
Update Role or Access
- Change role assignment
- Modify workflow access levels
- Update integration permissions
- Adjust knowledge base access
-
Apply Changes
- Save permission updates
- User receives notification of changes
- Changes take effect immediately
Monitoring Team Activity
Track team engagement and productivity:
Activity Dashboard
- Login frequency and duration
- Workflow creation and execution
- Collaboration metrics
- Knowledge base contributions
Performance Metrics
- Tasks completed per team member
- Workflow efficiency ratings
- Integration usage statistics
- Goal achievement tracking
Usage Analytics
- Feature adoption rates
- Time spent in different areas
- Popular workflows and knowledge
- Collaboration patterns
Removing Users
When to Remove Users
Consider removing team members in these situations:
- Employment termination
- Role change requiring different access
- Security concerns or policy violations
- Seat optimization for cost management
- Temporary absence (consider suspension instead)
Removal Process
1. Prepare for Removal
Data Backup
- Export user's critical workflows
- Save important knowledge contributions
- Download relevant reports and analytics
- Backup any custom integrations
Workflow Transfer
- Identify workflows owned by the user
- Transfer ownership to appropriate team members
- Update workflow permissions and access
- Test transferred workflows
Communication
- Notify relevant team members
- Update project assignments
- Inform stakeholders of ownership changes
2. Initiate Removal
-
Access User Management
- Go to Team Management
- Find the user to be removed
- Click on their profile
-
Select Removal Option
- Click "Remove User" or "Deactivate"
- Choose removal type:
- Immediate: Instant access revocation
- Scheduled: Set future removal date
- Suspended: Temporary deactivation
-
Handle User Data
- Transfer Ownership: Assign workflows to other users
- Archive Content: Preserve user's contributions
- Delete Data: Permanently remove user content
- Export First: Download data before removal
3. Confirmation Process
Security Verification
- Enter your admin password
- Confirm user identity (email verification)
- Acknowledge data handling choice
- Review removal consequences
Final Confirmation
- Type user's email to confirm
- Select "Remove User Permanently"
- Process completes within minutes
- Confirmation email sent to admins
Post-Removal Actions
Immediate Effects
- User loses all access instantly
- Active sessions are terminated
- API tokens are revoked
- Scheduled workflows are paused
Follow-up Tasks
- Review and update team structure
- Reassign orphaned workflows
- Update documentation and contacts
- Adjust billing and seat allocation
Bulk User Removal
For removing multiple users:
-
Select Multiple Users
- Use checkboxes in team management
- Choose users for removal
- Verify selections carefully
-
Batch Processing
- Click "Remove Selected Users"
- Follow the same confirmation process
- Monitor removal progress
-
Review Results
- Check removal status for each user
- Address any failed removals
- Update team structure accordingly
User Suspension
Sometimes temporary suspension is preferable to permanent removal:
When to Use Suspension
- Temporary leave of absence
- Investigation pending
- Seasonal workforce changes
- Trial or probationary periods
Suspension Process
-
Access User Profile
- Navigate to the user in team management
- Select "Suspend User" option
-
Set Suspension Parameters
- Duration (if temporary)
- Reason for suspension
- Data retention preferences
- Reactivation conditions
-
Effects of Suspension
- User cannot log in
- Workflows remain but are paused
- Data is preserved
- Seat remains allocated
Reactivating Suspended Users
-
Review Suspension Reason
- Verify conditions for reactivation
- Check for policy compliance
- Confirm authorization
-
Reactivate Account
- Click "Reactivate User"
- Update permissions if needed
- Resume workflows
- Notify user of reactivation
Security and Compliance
Access Control
Multi-Factor Authentication
- Require 2FA for all team members
- Support various authentication methods
- Monitor authentication events
- Enforce security policies
Session Management
- Set session timeout limits
- Monitor concurrent sessions
- Geographic login restrictions
- Device management controls
Audit Trail
Track all team management activities:
- User additions and removals
- Permission changes
- Role modifications
- Data access events
- Failed login attempts
Compliance Features
Data Privacy
- GDPR-compliant user data handling
- Right to data portability
- Right to erasure (right to be forgotten)
- Consent management
Security Standards
- SOC 2 Type II compliance
- Regular security audits
- Encryption of all user data
- Secure data transmission
Best Practices
Team Structure
-
Role-Based Organization
- Align roles with job functions
- Use least privilege principle
- Regular permission reviews
- Clear escalation paths
-
Efficient Onboarding
- Standardized welcome process
- Role-specific training materials
- Buddy system for new members
- Regular check-ins
-
Ongoing Management
- Quarterly access reviews
- Performance monitoring
- Team collaboration metrics
- Continuous improvement
Communication
- Regular Updates: Keep team informed of changes
- Clear Policies: Document team management procedures
- Open Channels: Maintain feedback mechanisms
- Training Resources: Provide ongoing education
Troubleshooting
Common Issues
Invitation not received
- Check spam/junk folders
- Verify email address accuracy
- Resend invitation if expired
- Contact support for delivery issues
Permission errors
- Verify current role assignments
- Check for recent permission changes
- Clear browser cache
- Contact admin for access restoration
Bulk import failures
- Validate CSV format and data
- Check for duplicate email addresses
- Verify role names match system values
- Review character encoding
Getting Support
For team management issues:
- Check the help documentation
- Contact your workspace admin
- Submit a support ticket
- Schedule a consultation with customer success
Remember: Effective team management is crucial for maximizing your Toffu investment and ensuring smooth collaboration across your organization.