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.