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

1. Click on your profile avatar in the top-right corner
2. Select "Team Settings" or "Manage Team" from the dropdown
3. Alternatively, access via Settings → Team Management

2. Invite New Members

1. Click "Invite Team Member"

   • Located in the top-right of the team management page
   • Opens the user invitation modal

2. 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)

3. 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

1. Review Settings

   • Double-check email address and permissions
   • Verify role assignment
   • Confirm access levels

2. Customize Invitation Message (Optional)

   • Add a personal welcome message
   • Include onboarding instructions
   • Mention specific projects or workflows

3. 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:

1. Download Template

   • Click "Bulk Import" in team management
   • Download the CSV template
   • Fill with user information

2. 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
   

3. Upload and Review

   • Upload completed CSV file
   • Review user list for accuracy
   • Resolve any validation errors

4. 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:

1. Pre-arrival Setup

   • Prepare welcome documentation
   • Assign initial workflows or projects
   • Set up necessary integrations

2. First Day Activities

   • Conduct platform orientation
   • Review company-specific workflows
   • Introduce key team members

3. Week One Goals

   • Complete basic training modules
   • Create first workflow
   • Participate in team collaboration

Managing Existing Users

Modifying User Permissions

1. Access User Profile

   • Go to Team Management
   • Click on the user's name or email
   • Select "Edit Permissions"

2. Update Role or Access

   • Change role assignment
   • Modify workflow access levels
   • Update integration permissions
   • Adjust knowledge base access

3. 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

1. Access User Management

   • Go to Team Management
   • Find the user to be removed
   • Click on their profile

2. Select Removal Option

   • Click "Remove User" or "Deactivate"
   • Choose removal type:
     • Immediate: Instant access revocation
     • Scheduled: Set future removal date
     • Suspended: Temporary deactivation

3. 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:

1. Select Multiple Users

   • Use checkboxes in team management
   • Choose users for removal
   • Verify selections carefully

2. Batch Processing

   • Click "Remove Selected Users"
   • Follow the same confirmation process
   • Monitor removal progress

3. 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

1. Access User Profile

   • Navigate to the user in team management
   • Select "Suspend User" option

2. Set Suspension Parameters

   • Duration (if temporary)
   • Reason for suspension
   • Data retention preferences
   • Reactivation conditions

3. Effects of Suspension

   • User cannot log in
   • Workflows remain but are paused
   • Data is preserved
   • Seat remains allocated

Reactivating Suspended Users

1. Review Suspension Reason

   • Verify conditions for reactivation
   • Check for policy compliance
   • Confirm authorization

2. 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

1. Role-Based Organization

   • Align roles with job functions
   • Use least privilege principle
   • Regular permission reviews
   • Clear escalation paths

2. Efficient Onboarding

   • Standardized welcome process
   • Role-specific training materials
   • Buddy system for new members
   • Regular check-ins

3. 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:

1. Check the help documentation
2. Contact your workspace admin
3. Submit a support ticket
4. Schedule a consultation with customer success

Remember: Effective team management is crucial for maximizing your Toffu investment and ensuring smooth collaboration across your organization.