Team collaboration

Team Collaboration Guide

Invite team members to collaborate on your analytics with role-based access control.

Overview

Team collaboration allows you to invite colleagues to view and manage your Dashtray project. Control access with three role types: Owner, Editor, and Viewer.

Availability:

• Free: Owner only (no additional members)
• Pro: Up to 10 team members
• Scale/Agency: Unlimited team members

User Roles

Owner

Full access to everything:

✅ View all dashboards and metrics ✅ Create and edit dashboards ✅ Manage integrations ✅ Create and manage alerts ✅ Invite and remove team members ✅ Change member roles ✅ Manage billing and subscription ✅ Delete project ✅ Access audit logs (Scale+) ✅ Manage API keys (Scale+)

Limitations: Only one owner per project (the creator)

Editor

Can manage content but not billing:

✅ View all dashboards and metrics ✅ Create and edit dashboards ✅ Manage integrations ✅ Create and manage alerts ✅ Invite team members (as Viewer or Editor) ✅ Use AI insights

❌ Remove team members ❌ Change member roles ❌ Manage billing ❌ Delete project ❌ Access audit logs ❌ Manage API keys

Use case: Developers, analysts, managers who need to configure analytics

Viewer

Read-only access:

✅ View all dashboards and metrics ✅ Use AI insights ✅ Export data (Scale+)

❌ Create or edit dashboards ❌ Manage integrations ❌ Create alerts ❌ Invite team members ❌ Change settings

Use case: Stakeholders, executives, clients who need to see metrics

Inviting Team Members

Step 1: Navigate to Team Settings

1. Click Team in the sidebar
2. Click Invite Member button

Step 2: Enter Member Details

1. Email: Enter the team member’s email address
2. Role: Select role (Owner, Editor, or Viewer)
3. Message (optional): Add a personal message

Step 3: Send Invitation

1. Click Send Invitation
2. Invitation email is sent immediately
3. Invitation appears in “Pending Invitations” list

Step 4: Member Accepts

1. Team member receives email with invitation link
2. They click the link
3. If they don’t have a Dashtray account:
   • They create an account
   • Email verification required
4. If they already have an account:
   • They sign in
5. They’re added to your project
6. They can now access the project

Managing Team Members

Viewing Team Members

1. Click Team in the sidebar
2. See list of all members with:
   • Name and email
   • Role badge
   • Status (Active or Pending)
   • Last active time
   • Actions (change role, remove)

Changing Member Roles

Owner only:

1. Go to Team page
2. Find the member
3. Click the role dropdown
4. Select new role (Editor or Viewer)
5. Confirm change

Note: You cannot change your own role or transfer ownership (coming soon).

Removing Team Members

Owner only:

1. Go to Team page
2. Find the member
3. Click Remove button
4. Confirm removal
5. Member loses access immediately

Note: Removed members can be re-invited later.

Canceling Pending Invitations

1. Go to Team page
2. Find pending invitation
3. Click Cancel button
4. Invitation is revoked
5. Invitation link no longer works

Invitation Process

Email Invitation

Team members receive an email with:

• Project name
• Inviter’s name
• Role they’re being invited as
• Personal message (if included)
• “Accept Invitation” button
• Expiration notice (invitations expire after 7 days)

Accepting Invitations

New users:

1. Click “Accept Invitation” in email
2. Create Dashtray account
3. Verify email address
4. Automatically added to project
5. Redirected to project dashboard

Existing users:

1. Click “Accept Invitation” in email
2. Sign in to Dashtray
3. Automatically added to project
4. Redirected to project dashboard

Invitation Expiration

• Invitations expire after 7 days
• Expired invitations cannot be accepted
• Re-invite the member if needed

Team Collaboration Features

Shared Dashboards

• All team members see the same dashboards
• Editors can create and modify dashboards
• Viewers can only view dashboards
• Changes are visible to all members in real-time

Shared Integrations

• All team members see data from all integrations
• Editors can add and manage integrations
• Viewers can only view integration data
• API keys are never visible to any member (encrypted)

Shared Alerts

• All team members see alert notifications
• Editors can create and manage alerts
• Viewers can only view alert history
• Alert notifications go to all members (in-app)

Shared AI Conversations

• AI conversations are project-wide
• All members can view conversation history
• All members can ask questions
• Project owner’s AI API key is used

Audit Logs (Scale+)

• Track all team member actions
• See who made changes and when
• Filter by member, action type, date
• Export audit logs (Agency)

Best Practices

Role Assignment

• Owner: Project creator, billing manager
• Editor: Team members who configure analytics
• Viewer: Stakeholders who only need to see data

Security

• Invite by email: Only invite trusted team members
• Review regularly: Remove inactive members
• Use Viewer role: For external stakeholders
• Monitor audit logs: Track changes (Scale+)

Communication

• Add personal messages: Explain why you’re inviting them
• Set expectations: Clarify their role and responsibilities
• Provide training: Share documentation links
• Establish workflows: Define who manages what

Organization

• Name conventions: Use real names for easy identification
• Role clarity: Ensure everyone understands their permissions
• Regular reviews: Audit team membership quarterly
• Offboarding: Remove members when they leave

Troubleshooting

Invitation Not Received

1. Check spam folder: Email may be filtered
2. Verify email address: Ensure it’s correct
3. Resend invitation: Cancel and send again
4. Check email service: Ensure recipient’s email is working
5. Contact support: If issue persists

Cannot Accept Invitation

1. Check expiration: Invitations expire after 7 days
2. Verify link: Ensure you clicked the correct link
3. Clear browser cache: Try in incognito mode
4. Try different browser: Some browsers may have issues
5. Request new invitation: Ask inviter to resend

Member Cannot See Data

1. Check role: Ensure they have appropriate permissions
2. Verify project: Ensure they’re in the correct project
3. Check integrations: Ensure integrations are connected
4. Wait for sync: Data may still be syncing
5. Refresh page: Try reloading the page

Cannot Remove Member

Owner only can remove members:

1. Ensure you’re the project owner
2. Cannot remove yourself
3. Cannot remove the owner
4. Try refreshing the page
5. Contact support if issue persists

Hit Team Member Limit

Free: 1 member (owner only)

• Upgrade to Pro for up to 10 members

Pro: 10 members

• Upgrade to Scale for unlimited members

Scale/Agency: Unlimited members

• No limit

Plan Limits

Free Plan

• Members: 1 (owner only)
• Invitations: Not available
• Roles: Owner only

Pro Plan ($69/month)

• Members: Up to 10
• Invitations: Unlimited
• Roles: Owner, Editor, Viewer
• Audit logs: Not available

Scale Plan ($199/month)

• Members: Unlimited
• Invitations: Unlimited
• Roles: Owner, Editor, Viewer
• Audit logs: Available
• SSO: Available

Agency Plan ($599/month)

• Members: Unlimited
• Invitations: Unlimited
• Roles: Owner, Editor, Viewer
• Audit logs: Available
• SSO: Available
• White label: Available

SSO (Single Sign-On)

Available on Scale and Agency plans

Supported Providers

• Google Workspace
• Microsoft Azure AD
• Okta
• OneLogin
• Custom SAML 2.0

Setup

1. Contact [e-mail]
2. Provide your SSO provider details
3. We’ll configure SSO for your project
4. Team members can sign in with SSO

Benefits

• Centralized access: Manage users in your identity provider
• Enhanced security: Enforce MFA and security policies
• Simplified onboarding: Automatic provisioning
• Compliance: Meet enterprise security requirements

FAQ

Q: Can I have multiple owners? A: Not in the MVP. Ownership transfer coming in a future update.

Q: Can I transfer ownership? A: Not in the MVP. Ownership transfer coming in a future update.

Q: Can team members see API keys? A: No. API keys are encrypted and never displayed (only last 4 characters).

Q: Can Viewers create dashboards? A: No. Viewers have read-only access.

Q: Can Editors remove team members? A: No. Only the Owner can remove members.

Q: Do team members need their own subscription? A: No. Team members are included in your project subscription.

Q: Can I invite someone to multiple projects? A: Yes. Each project has its own team. Agency plan supports unlimited projects.

Q: What happens if I downgrade my plan? A: If you exceed the new member limit, you’ll need to remove members before downgrading.

Q: Can I see who made changes? A: Yes, with audit logs (Scale+ only).

Q: Can team members use their own AI API keys? A: Not in the MVP. Project owner’s AI key is used for all members.

Need Help?

• Email: [e-mail]
• SSO Setup: Contact support for enterprise SSO configuration
• Community: Join our Discord for team collaboration tips