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Creating and Managing a Team
Creating and Managing a Team
Invite Teams and Users to the Room to keep everyone on the same page throughout the course of the transaction!
Ian Group avatar
Written by Ian Group. Updated over a week ago

What is a Team in ProDeal?

To add users to a ProDeal room, a user's email address must be added to a team. No users exist in a ProDeal room without being a part of a Team.

A team allows you to pre-set the permissions and access for any given group of people in a room, so that users can be added to the team easily and inherit those permissions/access. This allows you to quickly add users with customized permissions/access, instead of changing settings for individual users one at a time.

Teams can be created in your templates to make the process of adding users easier in the future.

Customizing Teams

When adding new teams to a ProDeal room, there are two important aspects that allow you to fully customize a user's experience:

  1. Team Permissions - this defines what privileges a team has in the room based on the below three team types

  2. Access Management - this defines the exact folders or documents that a team can see in the room

    ProTip: You can allow any Admin or Guest team to see as little as one single document and as much as the entire room, or any combination in between. This is where the power of ProDeal customized permissions truly shines.

Team Permissions: Defined by Team Types

There are 3 types of Teams: Host, Admin, and Guest. See below for a brief description of each and a guide to creating teams and adding users.

  1. Host - this is the team that created the room. There can only ever be 1 host team in any given ProDeal room.

  2. Admin - an Admin team is the highest level of privilege in a ProDeal room outside of the host team. Admins can do almost everything that a Host team member can do.

  3. Guest - any team outside of the above two team types will be a Guest team. A guest team's permission can be customized further in the Advanced permission settings.

Creating a Team

  1. Click Teams from the left-hand sidebar of your ProDeal room.

  2. Click Create New Team at the top right corner.

  3. Enter the Team Name, Abbreviation, and select a Team Type. The Team Type is not consequential to the functionality of the team, so choose the best fit for your given team.

  4. Insert the email addresses of users you would like to invite, with commas separating the email addresses if there are more than one. ProDeal will suggest to you the email addresses of those in your organization and others outside of your organization most recently added.

    ProTip: you are not required to enter email addresses immediately when creating a team, you can leave this field blank if you'd like to add team members later.

  5. If you would like the team to be an Admin team, click the Toggle on the right-hand side to turn it on. If you chose this level of privileges, you can click "Create team" to move onto access permissions (skip to Step #8).

  6. If you would like the team to be a Guest, click Advanced permission settings, and select one of the three options.

  7. If you do not turn on the Admin toggle or select any of these Advanced options, your new team will automatically default to the first option which is "Can create subfolders, view items, columns, room details, and teams"

  8. Click "Create team"

  9. Set Checklist Access for the new team, see below for further details on managing access.

You have now created a team that will allow you to add limitless users in the future with these exact permissions/access.

Access Management

Once you click "Create Team", you will be brought to the "Manage team access" page.

If you'd like the team to have access to:

  • all of the files in the room - click "Select All" and then click Save

  • most of the files in the room but not all - click "Select All" and then deselect any that you do not want to include, and click "Save"

  • only one or a few line items, select the appropriate files/folders/items and click "Save"

Once the "Save" button is clicked on the "Manage team access" page, any email addresses added to that team will be sent an automatically generated ProDeal email invitation.

ProTip: Access for any Admin or Guest team can be edited in the future by going to the Teams page and clicking "Manage Access" to the far right of the team name. A Host Team does not have an "Access Management" button as the Host team always has access to the entire room.

Editing Users

Adding Users to a Team:

If you chose to leave the team member email field blank when creating a team, you can invite users at any time by clicking "Invite Users" on the appropriate team, on the far right of the screen. ProDeal will suggest the email addresses of the users in your organization and the email addresses that you most recently added to ProDeal

Removing Users from a Team:

If you need to remove a user's access to a ProDeal room, you will need to remove their team membership. Click the 3 dot menu to the far right of the user, then click "Remove User" depending on whether the user has accepted their invitation yet or now.

Cancelling or Resending a user's ProDeal invitation:

If a user has not logged into ProDeal yet, you can either resend their invitation or cancel their invitation using the 3 dot menu to the far right of the user's information

Pro Tip: You can copy members' work emails and invite/add the same users to a team in another room. From the 3 dot menu for the desired team, select Copy Members' Work Emails.

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