Team Collaboration

Learn how to collaborate with your team, manage permissions, and work together efficiently in Notedis.

Team Roles Overview

Notedis supports four distinct roles with different permission levels:

Permission Owner Manager Team Member Guest
View feedback ✓ ✓ ✓ ✓ (own submissions only*)
Create/edit feedback ✓ ✓ ✓ -
Delete feedback ✓ ✓ ✓ -
Manage sites ✓ ✓ ✓ -
Invite team members ✓ ✓ - -
Remove team members ✓ ✓ - -
Change member roles ✓ ✓ - -
Workspace settings ✓ - - -
Billing ✓ - - -
Delete workspace ✓ - - -

*Guests only see feedback that they have submitted.

Owner Role

Responsibilities

The workspace owner has full control:

Full Permissions:

  • All feedback management capabilities
  • Create, edit, and delete sites
  • Invite and remove any team member
  • Access workspace settings
  • Manage billing and subscription
  • Delete the workspace
  • Transfer ownership to another member

Limitations

  • Only one owner per workspace
  • Cannot be removed (must transfer ownership first)
  • Responsible for billing and payment

Best For

  • Company founders
  • Project owners
  • Billing administrators
  • Primary account holders

Manager Role

Responsibilities

Managers can view and manage feedback:

Permissions:

  • View and manage all feedback across all sites
  • Create, edit, and delete feedback
  • Manage sites (create, edit, delete)
  • Access to all workspace sites automatically
  • Invite new team members (Managers, Team Members, and Guests)
  • Remove team members from the workspace (Managers, Team Members, and Guests)
  • Change member roles (promote/demote Team Members, Managers, and Guests)

Limitations

  • Cannot remove the Owner
  • Cannot change the Owner's role
  • Cannot access workspace settings
  • Cannot access billing settings
  • Cannot delete workspace

Best For

  • Project managers
  • Team leads
  • Senior developers
  • Operations managers

Team Member Role

Responsibilities

Team members can manage feedback and sites:

Permissions:

  • View feedback for sites they have access to
  • Create, edit, and delete feedback
  • Comment on feedback
  • Update feedback status
  • Manage sites (create, edit, delete)
  • Need explicit site access assignments

Limitations

  • Cannot invite or remove team members
  • Cannot change member roles
  • Cannot access billing information
  • Only see sites they're explicitly assigned to

Best For

  • Developers
  • Support staff
  • Content creators
  • QA testers

Guest Role

Responsibilities

Guests have highly restricted, view-only access:

Permissions:

  • View only feedback that they have submitted
  • Read-only access (cannot create, edit, or delete)
  • See feedback details and screenshots for their own submissions
  • View feedback comments and history on their own submissions

Important: Guests only see feedback that they have submitted. They cannot see feedback from other users, even on sites they're assigned to.

Limitations

  • Cannot create or edit feedback
  • Cannot comment on feedback
  • Cannot see feedback submitted by others
  • Cannot see other sites in workspace
  • Cannot see team members
  • Cannot access workspace settings
  • Cannot see workspace billing

Best For

  • Clients who only need to track their own feedback
  • External stakeholders monitoring their submissions
  • Limited access for users who should only see what they've submitted
  • Self-service feedback tracking

Inviting Team Members

Invite Process

  1. Navigate to Workspace → Team
  2. Click Invite Member button
  3. Fill out invitation form:
    • Email address
    • Role (Owner, Manager, Team Member, Guest)
    • Sites (for Guest role only)
  4. Click Send Invitation

Invitation Email

The invitee receives an email with:

  • Workspace name
  • Inviter's name
  • Role they're being invited as
  • Accept/Decline links
  • Link to create account (if new user)

Accepting Invitations

If User Has Account:

  1. Click Accept Invitation in email
  2. Login to existing account
  3. Automatically added to workspace

If New User:

  1. Click Accept Invitation in email
  2. Create new account
  3. Automatically added to workspace

Invitation Status

  • Pending invitations shown in team list
  • Invitations can be resent if needed

Managing Team Members

View Team Members

To see all team members:

  1. Go to Workspace → Team
  2. View list of all members and their roles
  3. See invitation status (Pending/Active)

Information Shown:

  • Member name and email
  • Role
  • Date joined
  • Status (Active/Pending)

Change Member Role

To promote or change a member's role:

  1. Find member in team list
  2. Click Change Role button
  3. Select new role from dropdown
  4. Click Update

Rules:

  • Owners and Managers can change roles
  • Cannot change the Owner's role
  • Managers cannot change their own role
  • Changes take effect immediately

Remove Team Member

To remove someone from workspace:

  1. Find member in team list
  2. Click Remove button
  3. Confirm removal in dialog

What Happens:

  • Member loses access to workspace immediately
  • Member's account remains active (not deleted)
  • Member can be re-invited later
  • Member's comments and activity remain in feedback history

Who Can Remove:

  • Owners can remove anyone except themselves
  • Managers can remove Team Members, other Managers, and Guests (but not the Owner)
  • Team Members and Guests cannot remove anyone

Guest Management

Assigning Sites to Guests

When inviting a guest:

  1. Select Guest role
  2. Check boxes for sites they should access
  3. Send invitation

Site Access:

  • Guests only see feedback from assigned sites
  • Can assign multiple sites per guest
  • Can change assigned sites later

Modifying Guest Access

To change which sites a guest can see:

  1. Go to Workspace → Team
  2. Find guest member
  3. Click Manage Sites
  4. Check/uncheck site access
  5. Click Save

Changes take effect immediately.

Collaboration Features

Internal Notes

Add private notes visible only to team:

How to Add Notes:

  1. Open feedback detail
  2. Scroll to Internal Notes section
  3. Type your note
  4. Click Add Note

Note Features:

  • Only visible to team members (not clients)
  • Shows author and timestamp
  • Can edit or delete your own notes
  • Supports markdown formatting

Status Updates

Keep team informed with status changes:

Available Statuses:

  • Open - Feedback is active and being worked on
  • Closed - Feedback has been addressed and completed

Status Workflow:

  1. New feedback starts as Open
  2. Review and work on the issue
  3. Mark as Closed when completed

Communication

Email Notifications

Team members receive notifications for:

Notification Events:

  • New feedback submitted
  • Status changes on feedback they're following
  • Comments on feedback they're involved in

Configure Notifications:

  1. Go to User Profile → Notifications
  2. Toggle notification types
  3. Choose email frequency
  4. Save preferences

Activity Feed

Track team activity:

Activity Types:

  • Feedback created
  • Status changed
  • Notes added
  • Sites created/updated

Access Activity Feed:

  1. Go to Dashboard
  2. View Recent Activity sidebar
  3. Filter by type or team member

Best Practices

Role Assignment Strategy

Recommended Approach:

Small Team (1-5 people):

  • 1 Owner (billing/admin)
  • Everyone else as Team Members
  • Use Guests for clients

Medium Team (6-20 people):

  • 1 Owner
  • 2-3 Managers (team leads)
  • Rest as Team Members
  • Multiple Guests for clients

Large Team (20+ people):

  • 1 Owner
  • Managers per department/project
  • Team Members for execution
  • Guest access for all external stakeholders

Onboarding New Members

Checklist:

  1. Send invitation with appropriate role
  2. Ensure they accept within 7 days
  3. Introduce them to team in kickoff meeting
  4. Show them around dashboard
  5. Explain workflow and status meanings
  6. Set notification preferences together

Client Access

For Client Visibility:

  • Always use Guest role for clients
  • Only assign sites relevant to them
  • Set expectations: view-only access
  • Explain they can't comment or edit
  • Provide alternative feedback channels

Regular Reviews

Monthly Tasks:

  • Review team member list
  • Remove inactive members
  • Audit guest access
  • Check role assignments
  • Verify permissions are correct

Troubleshooting

Invitation Not Received

Possible Issues:

  • Email in spam folder
  • Incorrect email address
  • Email delivery delay

Solutions:

  1. Check spam/junk folder
  2. Verify email address is correct
  3. Resend invitation
  4. Use alternative email address
  5. Contact support if persists

Can't Remove Team Member

Possible Causes:

  • Insufficient permissions
  • Trying to remove owner
  • Trying to remove yourself

Solutions:

  • Must be Owner or Manager to remove members
  • Transfer ownership before removing owner
  • Ask another admin to remove you

Permission Denied Errors

Common Causes:

  • Role doesn't have required permission
  • Guest trying to access unassigned site
  • Team Member trying to manage sites

Solutions:

  • Check your role in Workspace → Team
  • Ask Manager/Owner for higher permissions
  • Verify you're in correct workspace

Security Best Practices

Access Control

Recommendations:

  • Use principle of least privilege
  • Only give minimum necessary permissions
  • Regularly audit team access
  • Remove members who leave project
  • Use Guest role for external users

Account Security

For All Team Members:

  • Use strong, unique passwords
  • Enable two-factor authentication (2FA)
  • Don't share account credentials
  • Log out on shared computers
  • Report suspicious activity

Data Protection

Team Guidelines:

  • Don't share sensitive feedback publicly
  • Use internal notes for sensitive discussions
  • Be careful with screenshot data
  • Follow company data policies
  • Respect client confidentiality

Next Steps

WorkspaceTroubleshooting