Team Management

Invite and manage team members within your workspace with flexible permission controls

Overview

Team Management in DocsAutomator allows you to invite collaborators to your workspace and control their access levels. With this feature, you can assign appropriate roles to team members, manage pending invitations, and implement security measures to protect your automations.

DocsAutomator offers unlimited team seats on all plans, including the free plan. This means you can invite as many team members as you need without incurring additional costs or hitting user limits.

For information about creating and managing workspaces, please see the Workspaces documentation: Workspaces

Key Features

• Unlimited team seats - Add as many team members as needed, even on the free plan

• Team invitations - Invite members to your workspace via email with custom roles

• Role management - Assign different permission levels (admin, member) to team members

• Google Drive access control - Restrict Google Drive access to a specific "team folder" which team members have access to

• Pending invitation management - Track and manage outstanding invitations

• Team member removal - Remove access when team members no longer need it

Accessing Team Management

1. Log in to your DocsAutomator account

2. Navigate to Settings in the workspace menu

3. Select Team from the settings sidebar

User Roles

DocsAutomator supports different user roles to help you manage your team effectively:

Role	Capabilities
Owner	Full access to all features, can add/remove team members, change roles, and manage billing
Admin	Can create/edit automations, invite team members, and manage team settings
Member	Can create/edit automations

Inviting Team Members

To invite new members to your workspace:

1. Navigate to Workspace Settings → Team

2. Click the Invite Member button

3. Enter the email address of the person you want to invite

4. Select the appropriate role from the dropdown (member or admin)

5. Click Send Invitation

Invitees will receive an email with instructions to join your workspace. The invitation will expire after 7 days if not accepted.

Managing Pending Invitations

The Pending Invitations tab shows all outstanding invitations that haven't been accepted yet.

For each pending invitation, you can:

• Cancel the invitation by clicking the trash icon

• Resend the invitation if the recipient hasn't received it

• View the invitation's expiration date

Managing Team Members

The Team Members tab displays all current members of your workspace:

For each team member, you can:

• View their name, email, and current role

• Change their role by selecting a new role from the dropdown (owner only)

• Remove them from the workspace by clicking the trash icon

Note: Removing a member doesn't delete their account but removes their access to your workspace.

Security Features

Team Folder Security (Google Drive)

The Team Folder feature provides an important security layer for your workspace by restricting which Google Drive folders your team members can access.

How It Works

• Workspace owners can designate a specific Google Drive folder as the "Team Folder"

• Team members will only be able to see and select automations from within this folder

• Document access is contained within this folder and its subfolders only

• Without this setting, team members would have access to the entire authorized Google Drive

This controlled access makes it safer to collaborate with external team members while protecting your sensitive data.

Setting Up Team Folder

1. Navigate to Settings → Team

2. In the Team Folder section, click Select Folder

3. Browse your Google Drive to choose the appropriate folder

4. Click Save Changes to apply this restriction

Best Practice: Create a separate folder to store your document templates

Important: Without a Team Folder restriction, all team members will have access to your entire connected Google Drive, which could pose a security risk.

Permissions and Security

• Only Owners and Admins can invite new team members

• Only Owners can change a member's role

• Role changes and member removals are logged for security purposes

Best Practices

• Review pending invitations regularly to ensure no unauthorized access

• Assign the appropriate role based on team member responsibilities

• Remove members promptly when they no longer need access

• Set a team folder to restrict access to sensitive documents in the authorized Google Drive account

Related Features

• Workspaces

• Google Doc Template Guide

• Saving Google Docs

• Save PDFs in Google Drive

FAQs

My team member didn't receive the invitation email.

You can resend the invitation from the Pending Invitations tab. Also, ask them to check their spam folder.

Can I change the owner of my workspace?

Yes, owners are able to turn other team members into owners and also remove ownership.

How do I know if someone accepted my invitation?

Once accepted, the invitation will disappear from the Pending Invitations tab, and the user will appear in the Team Members list.

Can a user be a member of multiple workspaces with different roles?

Yes. A user can be an owner in one workspace, an admin in another, and a regular member in others.