Team Collaboration

Invite team members and manage permissions (Scale tier)

Overview

Team collaboration allows you to invite colleagues to your Dashtray project with role-based permissions. Available exclusively on the Scale tier ($299/month).

Scale Tier Features:

• Up to 5 team members per project
• 3 role types (Owner, Editor, Viewer)
• Team activity audit logs
• Email notifications for team changes

User Roles

Owner

Full administrative access to the project.

Permissions:

• ✅ View all dashboards and metrics
• ✅ Create and edit dashboards
• ✅ Connect and manage integrations
• ✅ Invite and remove team members
• ✅ Change member roles
• ✅ Manage billing and subscription
• ✅ Delete project
• ✅ Access API keys
• ✅ Export data
• ✅ View audit logs

Limitations:

• Only one owner per project
• Cannot be removed (must transfer ownership first)

Editor

Can create and modify content but not manage team or billing.

Permissions:

• ✅ View all dashboards and metrics
• ✅ Create and edit dashboards
• ✅ Connect and manage integrations
• ✅ Invite team members (cannot remove)
• ✅ Refresh data manually
• ❌ Change member roles
• ❌ Remove team members
• ❌ Manage billing
• ❌ Delete project
• ❌ Access API keys
• ❌ Export data

Use Cases:

• Team leads who manage dashboards
• Developers who configure integrations
• Analysts who create reports

Viewer

Read-only access to project data.

Permissions:

• ✅ View all dashboards and metrics
• ✅ Use AI chat (if available)
• ✅ View bookmarks
• ❌ Create or edit dashboards
• ❌ Connect integrations
• ❌ Invite team members
• ❌ Change any settings
• ❌ Export data

Use Cases:

• Executives who monitor metrics
• Stakeholders who need visibility
• External consultants with limited access

Inviting Team Members

1. Navigate to Team Settings

   1. Go to Settings → Team
   2. Click Invite Team Member
2. Enter Member Details

   Fill in the invitation form:

   • Email Address: Colleague’s work email
   • Role: Select Owner, Editor, or Viewer
   • Message (optional): Personal note to include
3. Send Invitation

   Click Send Invitation

   The team member will receive an email with:

   • Invitation link
   • Project name
   • Assigned role
   • Your personal message (if included)
4. Member Accepts

   When they click the invitation link:

   1. They’ll be prompted to create a Dashtray account (if new)
   2. Or log in to their existing account
   3. Accept the invitation
   4. Gain immediate access to the project

Managing Team Members

View Team Members

See all team members and their roles:

1. Go to Settings → Team
2. View the team members list

Each member shows:

• Name and email
• Current role
• Status (Active, Pending, Removed)
• Joined date
• Last active

Change Member Role

Update a team member’s permissions:

1. Find the member in the team list
2. Click the role dropdown
3. Select new role (Owner, Editor, or Viewer)
4. Confirm the change

Only owners can change member roles. The change takes effect immediately.

Remove Team Member

Remove someone from your project:

1. Find the member in the team list
2. Click the Remove button (trash icon)
3. Confirm removal

What happens:

• Member loses access immediately
• They receive an email notification
• Their activity is logged in audit logs
• Historical data they created remains

Resend Invitation

If someone didn’t receive the invitation email:

1. Find the pending invitation
2. Click Resend Invitation
3. They’ll receive a new email

Invitations expire after 7 days.

Team Limits

Scale tier allows up to 5 team members per project:

• 1 Owner (required)
• Up to 4 additional members (any role)

Need more team members? Contact [e-mail] for Enterprise pricing.

Email Notifications

Team members receive emails for:

Invitation Emails

When invited to a project:

Subject: You've been invited to join [Project Name] on Dashtray

Hi [Name],

[Owner Name] has invited you to join [Project Name] as an [Role].

[Accept Invitation Button]

This invitation expires in 7 days.

Role Change Emails

When their role is updated:

Subject: Your role has been updated in [Project Name]

Hi [Name],

Your role in [Project Name] has been changed from [Old Role] to [New Role].

[View Project Button]

Removal Emails

When removed from a project:

Subject: You've been removed from [Project Name]

Hi [Name],

You've been removed from [Project Name] by [Owner Name].

You no longer have access to this project.

Best Practices

1. Use Appropriate Roles

Assign the minimum necessary permissions:

• Viewer for executives and stakeholders
• Editor for team leads and analysts
• Owner only for project administrators

2. Regular Access Reviews

Periodically review team access:

• Remove inactive members
• Update roles as responsibilities change
• Revoke access for departed employees

3. Onboard New Members

Help new team members get started:

• Share relevant dashboard links
• Explain your metric naming conventions
• Show them how to use AI chat
• Point them to documentation

4. Use Audit Logs

Monitor team activity (Scale tier):

• Track who made changes
• Identify unusual activity
• Maintain compliance records

Security Considerations

Access Control

• Team members can only access projects they’re invited to
• Permissions are enforced at the API level
• Role changes take effect immediately

Data Privacy

• Team members see all project data (no row-level security)
• Consider creating separate projects for sensitive data
• Use Viewer role for external stakeholders

Credential Security

• Integration credentials are never visible to team members
• Only owners can manage API keys
• OAuth tokens are encrypted and isolated

Audit Logging

Track all team-related actions (Scale tier):

Logged Events:

• Team member invited
• Invitation accepted
• Role changed
• Member removed
• Failed login attempts

Audit Log Details:

• Who performed the action
• When it occurred
• IP address and user agent
• Before/after values (for role changes)

View audit logs at Settings → Audit Logs.

Troubleshooting

Invitation Not Received

Problem: Team member didn’t receive invitation email.

Solutions:

• Check spam/junk folder
• Verify email address is correct
• Resend invitation
• Try a different email address

Cannot Change Role

Problem: Role dropdown is disabled.

Reasons:

• You’re not the owner (only owners can change roles)
• Trying to change the owner’s role (not allowed)
• Member has pending invitation (accept first)

Hit Team Member Limit

Problem: Cannot invite more members.

Solutions:

• Remove inactive members
• Upgrade to Enterprise tier (contact sales)
• Create a second project (Scale tier allows 5 projects)

Member Can’t Access Project

Problem: Team member accepted invitation but can’t see project.

Solutions:

• Ensure they’re logged into correct account
• Check their email matches the invitation
• Verify they accepted the invitation
• Try logging out and back in

API Access

Team members with appropriate permissions can:

• Use API keys created by the owner
• Access API endpoints based on their role
• View API documentation

Only owners can create and manage API keys. Team members use keys created by the owner.

Billing

Who Pays?

The project owner’s subscription covers all team members:

• No per-seat pricing
• Flat $299/month for up to 5 members
• Owner manages billing

What Happens on Downgrade?

If you downgrade from Scale tier:

• Team members lose access immediately
• Only the owner retains access
• Team member data is preserved
• Re-upgrade to restore team access

Multi-Project Teams

Scale tier allows up to 5 projects:

Strategies:

• One project per product/client
• Separate staging and production
• Different projects for different teams

Team Management:

• Invite members to specific projects
• Members can belong to multiple projects
• Roles are per-project (can be Editor in one, Viewer in another)

Next Steps

Invite Your Team

Start collaborating today

Set Up Audit Logs

Track team activity

API Access

Integrate with your tools

Data Export

Export project data

Support

Questions about team collaboration?

• Email: [e-mail]
• Sales: [e-mail] (Enterprise inquiries)
• Documentation: docs.dashtray.com