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Teams

Teams are org-internal groupings of users — Accounting, HR, Sales, Engineering, etc. Create a team, add members, and they share folders, Client Hub document access, and shared work streams. A user has one org-wide role (OWNER/ADMIN/TEAM/…) but can belong to many teams with different per-team roles (admin vs. member). As of 2026-04-24 Teams replaced the older "User Groups" concept — same model, one unified surface. Existing user-group members and their Client Hub document permissions carried over unchanged.

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Steps

  1. Go to Settings > Teams (dedicated page at /dashboard/settings/teams).
  2. OWNER / ADMIN: click "New team", pick a name + color, and you're auto-added as the first admin.
  3. Click a team to manage it: rename, change color, add/remove members, view team folders.
  4. Add members with the "+ Add members" dialog — search by name/email, select multiple, confirm. Team admins can add members; so can OWNER/ADMIN.
  5. Assign team roles: admin (can add/remove members, rename, delete) or member (can create team-scoped folders, read team content).
  6. Delete a team: you must pick what happens to folders scoped to it — Archive (hide + 60-day retention), Reassign (move to another team), or Make org-shared (promote to scope=org; OWNER/ADMIN only).

Good to know

  • Teams drive TWO things: (1) folder visibility in the BYOS Folders tree (scope=team folders), and (2) Client Hub document permissions — when you share a Client Hub document with a Team, every team member gets access.
  • A user can be in multiple teams with different roles per team (e.g. admin of "Sales", member of "Engineering").
  • Removing a user from a team instantly revokes their view of team-scoped folders AND any Client Hub docs shared with the team. The folder/doc itself isn't deleted.
  • The physical path for team folders is /CRMown/_teams/{teamId}/{suite}/{suiteSubfolder}/… on the connected storage provider.
  • Team admins CANNOT create org-scoped folders — only OWNER/ADMIN can. Scope "Everyone in the org" is hidden from the create dialog for non-admins.
  • On team delete, the default action is Archive — hidden immediately, deleted in 60 days. Managed-storage files are hard-deleted by the retention worker; BYOS files stay in the provider but are untracked until a user manually moves them out of _teams/{teamId}/.
  • Migration note (2026-04-24): the old Settings > Account > Teams panel (backed by User Groups) was retired. All existing user groups were migrated to Teams with identical ids — any Client Hub documents shared with a group still work, they're just listed under "Team" now instead of "User Group".
Example: A 25-person agency organizes by client pod: "Pod Alpha" (4 AMs + 1 designer), "Pod Bravo" (3 AMs + 2 writers), "Ops" (everyone in finance + HR). Each pod is a team with its own admin. When Pod Alpha creates folders under Web Studio > Sites, they're scope=team so only pod members see them; a new AM joining Pod Alpha gets instant access to historical work. When a writer moves from Bravo to Alpha, removing them from Bravo and adding to Alpha shifts folder visibility in seconds. The agency owner (OWNER role) sees every team and every folder across all three pods under the "Members' private" filter when auditing.

Troubleshooting

I can't create a team
Only OWNER and ADMIN can create teams. TEAM / DIRECTOR / EXECUTIVE / BOARD / VIEWER roles don't see the "+ New team" button.
Fix: Ask an OWNER or ADMIN to create the team and add you as an admin, or ask them to promote your role under Settings > Account > Users.
Team member can't see a folder I created
The folder is scope=user (private to you) or the user isn't a team member. Scope pill shows "Only you" for private folders, "Team · {name}" for team-shared.
Fix: Check the scope pill on the folder row. If wrong scope, create a new folder with scope=team and move contents. If scope is correct, verify the user is a team member under Settings > Teams > {team} > Members.
Delete team doesn't show me "Make org-shared"
Make-org-shared requires OWNER or ADMIN role. Team admins can Archive or Reassign only.
Fix: Ask an OWNER or ADMIN to perform the delete with "Make org-shared" if that's the intended outcome. Alternatively, Reassign folders to another team first, then delete.
I removed a user from the team but they can still see the folder
Caching — the UI holds folder lists for 30 seconds before refetching. Revocation is immediate on the backend.
Fix: Have the user refresh their Folders page. If the folder is still visible after a refresh, the user may be in another team that shares the folder, or the folder might be scope=org.
Where did "User Groups" go? I used to manage them under Settings > Account
User Groups was merged into Teams on 2026-04-24 — one unified concept instead of two overlapping ones. Every existing user group was migrated to a Team with the same id, name, color, and members.
Fix: Go to Settings > Teams (top tab, 👫 icon). Your old groups are all there as Teams. Any Client Hub document permission you granted to a group still works — it's just labeled "Team" in the UI now.
I shared a Client Hub document with a Team but a team member can't open it
Most common: the user isn't actually on that Team yet, OR the document was shared with a different Team than you think. Team membership is the source of truth.
Fix: Re-share the document with the correct team from Client Hub > Documents > {doc} > Permissions. Verify team membership under Settings > Teams > {team} > Members.

Plans

Teams are included on every plan. Team-scoped folders consume the same per-plan folder cap as other folders (Starter 5 / Pro 25 / Max unlimited).

Related

  • Folders — team scope drives folder visibility
  • Storage (BYOS) — team folders physically land in /CRMown/_teams/{teamId}/
  • Client Hub — documents/folders shared with a Team are visible to every member

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