Team Management & Collaboration | Hortiprise Documentation

Team Management Overview

The Team Management system enables you to collaborate effectively with team members through advanced role-based access control, multi-level permissions, invitation management, and user impersonation features for administrative oversight.

Team Creation and Setup

Initial Team Setup

When accessing the team management page for the first time:

Team Creation Form: Simple form requiring only a team name
Automatic Ownership: Creator becomes the team owner automatically with OWNER permission
Validation: Team name is required and validated before creation
Success Feedback: Confirmation toast message upon successful creation
Auto-refresh: Team data loads automatically after creation
Loading States: Visual loading indicators during team creation process

Advanced Role-Based Permission System

Dual-Layer Permission Architecture

The system uses a sophisticated dual-layer approach combining team roles with permission levels:

Team Roles (Primary Layer):

ADMIN Role

Administrative privileges

Can invite and manage team members

MEMBER Role

Standard team member

Regular operational access

VIEWER Role

Read-only access

Limited viewing permissions only

Permission Levels (Secondary Layer):

OWNER

Full system access, cannot be assigned

MANAGER

Team management capabilities

DELETE

Delete, update, and read access

UPDATE

Create, update, and read access

VIEW

Read-only access to content

Role-Permission Restrictions:

ADMIN Role: Can be assigned MANAGER, DELETE, UPDATE, or VIEW permissions
MEMBER Role: Can be assigned DELETE, UPDATE, or VIEW permissions (no MANAGER)
VIEWER Role: Can only be assigned VIEW permission
Dynamic UI: Permission dropdowns adapt based on selected role
Auto-correction: Invalid permission combinations are automatically corrected

Team Dashboard and Overview

Comprehensive Team Analytics

The team overview provides real-time insights into your team structure:

Team Owner Display: Shows the name of the team creator/owner
Total Members Count: Real-time count of active team members
Pending Invitations: Number of outstanding invitation awaiting acceptance
Your Permission Level: Visual badge showing your current permission level
Team Status: Active/inactive status indicator with color coding
Responsive Design: Adapts to different screen sizes (1-5 columns)

Enhanced Invitation System

Advanced Invitation Management

Comprehensive invitation workflow with validation and security features:

Email Validation Features:

Real-time Validation: Debounced email validation with 500ms delay
Duplicate Prevention: Prevents inviting existing users or team members
Visual Feedback: Green/red border indicators and status icons
Loading States: Spinner animation during validation
Error Messages: Clear feedback for invalid emails or restrictions

Role-Based Permission Selection:

Dynamic Dropdowns: Permission options update based on selected role
Permission Descriptions: Detailed explanations for each permission level
Visual Icons: Contextual icons for easy identification
Auto-updates: Permission automatically adjusts when role changes
Validation Prevention: Submit button disabled until validation passes

Invitation Management Actions:

Resend Invitations: Resend emails for pending invitations
Cancel Invitations: Remove unwanted or expired invitations
Status Tracking: Monitor invitation status (PENDING, ACCEPTED, EXPIRED, CANCELLED)
Expiration Dates: Clear visibility of invitation expiry dates
Smart Filtering: Only pending invitations shown in management table

Member Management Interface

Advanced Member Administration

Sophisticated member management with role-based action controls:

Member Information Display:

Profile Information: Name, email, and contact details
Permission Badges: Color-coded badges showing current permission level
Join Date: When the member joined the team
Role-based Icons: Visual indicators for different permission levels

Dynamic Permission Management:

Role-Aware Actions: Available permissions filtered by member's role
Current State Indicators: Disabled options for current permission
Contextual Actions: Different options based on your management level
Safe Guards: Cannot modify owners, self, or perform unauthorized actions
Instant Updates: Real-time permission changes with immediate feedback

Access Control Rules:

Self-Protection: Cannot modify your own permissions
Owner Protection: Team owners cannot be modified or removed
Role Hierarchy: Can only manage users with equal or lower permissions
View-Only Mode: Clear indicator and restrictions for view-only users

User Impersonation System

Advanced Administrative Feature

Administrators can impersonate team members for support and oversight:

Impersonation Rules:

Owner Permissions: Can impersonate Admins and Members (not other Owners)
Admin Permissions: Can impersonate Members only
Self-Restriction: Cannot impersonate yourself
Context Aware: Different impersonation contexts based on current user role
Session Management: Maintains impersonation stack for navigation

Safety Features:

Visual Indicators: Clear "Back To" button when impersonating
Confirmation Dialogs: Required confirmation before impersonation
Error Handling: Graceful handling of impersonation failures
Context Tracking: Maintains proper impersonation stack
Automatic Cleanup: Session storage cleared on logout

Permission Inheritance System

Feature Permission Synchronization

New team members automatically inherit feature permissions from the team owner:

Automatic Inheritance: New members get owner's subscription features
Background Seeding: Permission seeder runs on user authentication
Feature Access: Access to AI features, advanced analytics, etc.
Subscription Sync: Permissions update when team owner's subscription changes
Real-time Updates: Changes propagate immediately to all team members
Existing Member Support: Retroactively updates permissions for existing members

Best Practices and Tips

Team Management Best Practices

Role Assignment Strategy:

ADMIN Role + MANAGER Permission: For department heads and senior staff
MEMBER Role + DELETE Permission: For experienced operators
MEMBER Role + UPDATE Permission: For general team members
VIEWER Role + VIEW Permission: For read-only stakeholders

Security Recommendations:

Regularly audit team member permissions and remove inactive users
Use least-privilege principle - assign minimum necessary permissions
Monitor invitation acceptance rates and follow up on delays
Keep team information updated and maintain active status
Use impersonation carefully and only when necessary for support
Leverage role-based restrictions to maintain data security

Operational Tips:

Use descriptive team names for multi-team organizations
Set up proper role hierarchy before inviting multiple members
Test permission levels with a limited user group first
Document your team structure and permission strategy
Take advantage of automatic permission inheritance for new features