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Team Management

StructureGram organisations support team collaboration, allowing multiple people to work together on entity structures. This guide covers how to invite team members, manage roles, and collaborate effectively.

Overview

Team management is available to administrators only. If you're an admin of an organisation, you can:

  • Invite new members via email
  • View all team members and their roles
  • Change member roles (promote to admin or demote to user)
  • Remove members from the organisation
  • Manage pending invitations

Inviting Team Members

How to Send an Invitation

  1. Navigate to Account > Organisation Settings
  2. Scroll to the Team Management section
  3. Click Invite Team Member
  4. Enter the email address of the person you want to invite
  5. Select their role: Admin or User
  6. Click Send Invitation

The invited person will receive an email with a secure invitation link.

What Happens After Sending

  • The invitation is saved with a unique secure token
  • An invitation email is sent to the recipient (if email service is configured)
  • The invitation expires after 7 days
  • The invitation appears in your Pending Invitations list

Invitation Email

The recipient receives an email that includes:

  • The organisation name they're being invited to
  • Who invited them
  • Their assigned role (Admin or User)
  • A secure link to accept the invitation
  • The expiration date (7 days from sending)

Accepting Invitations

When someone receives an invitation:

  1. They click the invitation link in the email
  2. If they don't have an account, they'll be prompted to create one
  3. If they already have an account, they'll sign in
  4. They'll see a summary of the invitation details
  5. They click Accept Invitation to join the organisation
  6. They're immediately granted access to the organisation's data

For Existing Users

If the invited person already belongs to other organisations:

  • Accepting the invitation adds the new organisation to their list
  • They can switch between organisations using the organisation switcher
  • They maintain access to all their existing organisations

For New Users

If the invited person doesn't have an account:

  • They'll create an account first (sign up with email)
  • After account creation, they'll automatically be directed to accept the invitation
  • Once accepted, they can immediately start working in the organisation

Managing Team Members

Viewing Team Members

To see who's in your organisation:

  1. Go to Account > Organisation Settings
  2. View the Team Members section
  3. You'll see each member's:
    • Name and email address
    • Current role (Admin or User)
    • When they joined the organisation
    • Who invited them

Changing Roles

Admins can promote users to admin or demote admins to users:

  1. Locate the team member in the Team Members list
  2. Click the Role dropdown next to their name
  3. Select their new role
  4. Confirm the change

Important: You cannot demote yourself if you're the last admin. Every organisation must have at least one admin.

Removing Team Members

To remove someone from your organisation:

  1. Locate the team member in the Team Members list
  2. Click Remove next to their name
  3. Confirm the removal

What happens when you remove someone:

  • They immediately lose access to the organisation
  • They can no longer view or edit any entities, relationships, or diagrams
  • Their account is not deleted (they may belong to other organisations)
  • If they were an admin, ensure another admin exists first

Important: You cannot remove yourself if you're the last admin. You must either:

  • Promote another member to admin first, then remove yourself
  • Or delete the entire organisation

Managing Pending Invitations

Viewing Pending Invitations

In the Pending Invitations section of Organisation Settings, you can see:

  • Email address of invited person
  • Role they were invited as
  • When the invitation was sent
  • When it expires (7 days from sending)
  • Who sent the invitation

Revoking Invitations

If you need to cancel an invitation before it's accepted:

  1. Locate the invitation in the Pending Invitations list
  2. Click Revoke next to the invitation
  3. Confirm the revocation

What happens when you revoke:

  • The invitation is deleted from the system
  • The invitation link will no longer work
  • The person cannot accept the invitation
  • You can send a new invitation if needed

Why Revoke?

Common reasons to revoke an invitation:

  • You invited the wrong email address
  • The person is no longer joining your team
  • The invitation expired and you want to send a fresh one
  • You want to change their assigned role

Organisation Roles Explained

Admin Role

Full privileges including:

  • Create, view, edit, and delete entities and relationships
  • Generate and export diagrams
  • Create and manage entity filters
  • Invite and remove team members
  • Change member roles
  • Rename the organisation
  • Delete the organisation
  • Upload organisation logos

Use cases:

  • Firm partners or principals
  • Practice managers
  • IT administrators
  • Anyone who needs to manage the team

User Role

Standard working privileges:

  • Create, view, edit, and delete entities and relationships
  • Generate and export diagrams
  • Create and manage entity filters
  • Cannot manage team members
  • Cannot change organisation settings
  • Cannot delete the organisation

Use cases:

  • Team members who need to work on client structures
  • Junior staff
  • External consultants (limited access)

Last Admin Protection

StructureGram enforces the last admin rule to ensure every organisation always has someone who can manage it.

The Rule

An organisation must always have at least one admin. This means:

  • You cannot remove the last admin
  • You cannot demote the last admin to user
  • The last admin cannot leave the organisation
  • The last admin cannot delete their account (unless they delete the organisation first)

What To Do If You're the Last Admin

If you want to stop being an admin but you're the last one:

Option 1: Promote another member

  1. Change another team member's role to Admin
  2. Now there are two admins, so you can demote yourself or leave

Option 2: Delete the organisation

  1. If the organisation is no longer needed, delete it
  2. This removes all data and all memberships
  3. You can then leave or delete your account

Collaboration Best Practices

For Small Teams (2-5 people)

  • Make all team members admins if everyone needs full control
  • Keep communication open about who's working on which structures
  • Use descriptive names for entities to avoid confusion

For Medium Teams (6-15 people)

  • Designate 2-3 admins to manage the team
  • Make most team members regular users
  • Use entity filters to organize work by client or project
  • Regularly review team membership and remove inactive users

For Large Teams (15+ people)

  • Limit admins to management or designated administrators
  • Consider creating separate organisations for different divisions or major clients
  • Establish naming conventions for entities and entity filters
  • Document your team's workflows and standards

Troubleshooting

Invitation emails not arriving

If someone doesn't receive an invitation email:

  • Check they provided the correct email address
  • Ask them to check their spam/junk folder
  • The invitation is still valid even without the email - they can contact you for the invitation link
  • Admins can revoke and resend the invitation

Can't remove someone

If you can't remove a team member:

  • Check that you're an admin (only admins can remove members)
  • If they're the last admin, you must promote another member to admin first
  • If you're trying to remove yourself and you're the last admin, promote someone else first

Can't change someone's role

If you can't change roles:

  • Check that you're an admin
  • You cannot demote the last admin (promote someone else to admin first)
  • Ensure the organisation hasn't been deleted

Invitation expired

If an invitation has expired (>7 days old):

  • Revoke the old invitation
  • Send a new invitation to the same email address
  • The person will receive a fresh link valid for another 7 days

Common Questions

Can I re-invite someone who was removed?

Yes. Simply send them a new invitation. They'll need to accept it to rejoin the organisation.

What happens to their work when I remove someone?

The entities, relationships, and diagrams they created remain in the organisation. Only their membership is removed.

Can I transfer ownership of an organisation?

Not directly, but you can achieve this by:

  1. Promoting the new owner to admin
  2. Demoting yourself to user (or removing yourself)
  3. The new admin now has full control

How many admins should I have?

Recommended:

  • Minimum: 2 admins (so you're never stuck as the last admin)
  • Small teams: 2-3 admins
  • Large teams: 3-5 admins depending on size

Can someone belong to multiple organisations?

Yes! Users can accept invitations to multiple organisations and switch between them as needed.

Next Steps