Team Management

Collaborate with your team effectively.

Invite team members, assign roles, and manage permissions to ensure smooth collaboration across your organization. Chaindoc's team management features enable secure collaboration while maintaining compliance and audit trails.

Team Structure

Organization Hierarchy

Build your organization structure in Chaindoc:

• Organization - Top-level entity for your company
• Departments - Organize teams by function (Legal, HR, Sales, etc.)
• Teams - Smaller groups within departments
• Projects - Temporary groups for specific initiatives
• Nested structures - Departments can contain sub-departments
• Multi-organization support - Manage multiple entities from one account

Team Types

• Private Teams - Visible only to members
• Public Teams - Visible to entire organization
• Cross-functional Teams - Members from multiple departments
• Client Teams - Include external collaborators
• Temporary Teams - Auto-archive after project completion

User Roles & Permissions

Global Roles

Organization-wide roles with different permission levels:

• Owner - Full administrative control, billing, and user management
• Admin - User management, team creation, and system settings
• Manager - Team and document management within assigned areas
• Member - Standard user with document creation and signing rights
• Guest - Limited access for external collaborators
• Auditor - Read-only access with audit trail visibility

Permission Matrix

What each role can do:

• Owner: All permissions including account deletion
• Admin: Manage users, teams, billing, integrations, security settings
• Manager: Create teams, manage team members, approve documents
• Member: Create/send documents, sign, view team documents
• Guest: View and sign assigned documents only
• Auditor: View all documents and audit trails, generate reports

Custom Roles

Create custom roles for specific needs:

• Define granular permissions (view, create, edit, delete, approve)
• Assign to specific departments or teams
• Document type-specific permissions (e.g., only HR can access employee contracts)
• Temporary role assignments with expiration dates
• Role templates for common scenarios
• Compliance roles with restricted access

User Management

Adding Users

Multiple ways to add team members:

• Email invitation with custom welcome message
• Bulk import via CSV file
• Single Sign-On (SSO) auto-provisioning
• Domain-based auto-join (users with @company.com)
• API-based user creation
• Self-service registration with admin approval

User Profiles

Each user has a comprehensive profile:

• Name, email, and contact information
• Profile photo and bio
• Job title and department
• Team memberships
• Assigned roles and permissions
• Document activity statistics
• Last login and activity status
• Two-factor authentication status

User Lifecycle Management

• Onboarding - Automated welcome emails and training materials
• Active - Full access to assigned resources
• Suspended - Temporary access removal (vacation, investigation)
• Deactivated - Permanent access removal (departed employees)
• Transfer ownership - Reassign documents to another user
• Archive user data - Maintain audit trail after departure

Team Collaboration

Shared Workspaces

Collaborate on documents within team spaces:

• Team folders with automatic access for members
• Shared document templates
• Team-wide tags and metadata
• Collaborative editing and commenting
• Team activity dashboard
• Shared signature workflows
• Team analytics and reports

Communication Features

• Document comments and mentions (@username)
• Internal notes (not visible to signers)
• Team announcements and notifications
• Activity feed for team actions
• Email notifications for document events
• In-app messaging for urgent matters
• Integration with Slack, Microsoft Teams

Approval Workflows

Route documents through approval chains:

• Define multi-step approval processes
• Sequential or parallel approvals
• Conditional routing based on document values
• Automatic escalation if not approved within timeframe
• Delegate approval authority
• Approval history and audit trail
• Template-based workflows for common scenarios

External Collaboration

Guest Access

Collaborate with external parties securely:

• Invite clients, vendors, or partners as guests
• Limited access to specific documents or folders
• No access to internal team documents
• Time-limited guest accounts
• Guest activity tracked in audit logs
• No additional user license required
• Easy conversion to full member if needed

Client Portals

Create branded portals for external collaboration:

• Custom branded interface for clients
• Dedicated space for client documents
• Client can upload and download files
• Secure messaging with client team
• Client-specific reporting and analytics
• White-label option (remove Chaindoc branding)
• Multiple portals for different clients

Access Control & Security

Team-Level Permissions

• Control who can view team documents
• Restrict document creation to specific roles
• Approval requirements for sensitive documents
• Prevent downloading or printing
• IP address restrictions for team access
• Device restrictions (corporate devices only)
• Geographic restrictions (block certain countries)

Authentication Options

Secure team access with multiple authentication methods:

• Email/password with strong password policies
• Multi-factor authentication (MFA) required
• Single Sign-On (SSO) via SAML 2.0
• Google Workspace / Microsoft 365 integration
• LDAP/Active Directory integration
• Biometric authentication on mobile
• Hardware security keys (FIDO2)

Session Management

• Automatic logout after inactivity
• Force logout on password change
• View active sessions across devices
• Remote session termination
• Session timeout policies by role
• Concurrent session limits
• Login alerts for suspicious activity

Team Analytics & Reporting

Team Performance Metrics

Track team productivity and document activity:

• Documents created per team/user
• Average time to signature completion
• Most active users and teams
• Document approval bottlenecks
• User login frequency
• Storage usage by team
• Response time to signature requests

Activity Reports

• User activity logs (login, document access)
• Team collaboration statistics
• Document status reports (pending, completed)
• Failed authentication attempts
• Permission changes audit
• External user access logs
• Scheduled reports via email

Compliance Reporting

• Access audit trails for regulators
• User certification reports
• Document retention compliance
• Security incident reports
• Role assignment history
• Data residency verification
• Export reports for external audits

Billing & Licensing

User Licenses

Flexible licensing options:

• Per-user licensing (monthly or annual)
• Unlimited guest users at no extra cost
• Add or remove users anytime
• Automatic billing adjustments
• Volume discounts for large teams
• Enterprise unlimited user plans
• Free trial period for new users

Usage Tracking

• Active vs. inactive user monitoring
• Document volume per user
• Storage usage by team
• API call usage
• Feature usage statistics
• Optimize licenses based on usage
• Alerts for approaching limits

Integration & Automation

Directory Integration

• Azure Active Directory sync
• Google Workspace directory sync
• Okta identity provider
• OneLogin SSO integration
• LDAP directory import
• Automatic user provisioning/deprovisioning
• Group mapping from directory

Team Workflow Automation

• Auto-assign documents to team members
• Automatic folder access based on role
• Scheduled reports to team leads
• Auto-escalation of pending documents
• Workflow triggers based on document events
• Integration with project management tools
• Custom webhooks for team events

Best Practices

Team Setup

• Start with clear organizational structure
• Define roles and permissions before adding users
• Create team naming conventions
• Establish approval workflow templates
• Set up SSO before inviting users
• Document your team structure and policies
• Train team leads before rolling out to entire team

Security Best Practices

• Enforce MFA for all users
• Regular access reviews (quarterly)
• Immediate deactivation of departed users
• Use principle of least privilege
• Monitor guest user access closely
• Regular security awareness training
• Test disaster recovery procedures

Collaboration Efficiency

• Use templates for common team documents
• Establish clear approval chains
• Set SLAs for document reviews
• Use @mentions to notify specific users
• Create shared folders for ongoing projects
• Regular cleanup of inactive teams
• Leverage analytics to identify bottlenecks

Onboarding New Team Members

• Send welcome email with getting started guide
• Assign mentor or buddy for first week
• Provide training on document workflows
• Grant access progressively (start limited)
• Schedule check-in after first week
• Share team guidelines and best practices
• Add to relevant teams and channels

Troubleshooting

Common Issues

• User can't access team documents: Check team membership and role permissions
• Invitation not received: Check spam folder, verify email address, resend invitation
• SSO login failing: Verify SSO configuration, check with IT admin
• Permission denied error: User may need higher role or specific document permissions
• Can't add more users: Check license limits, upgrade plan if needed
• User appears twice: Merge duplicate accounts via admin panel

Getting Help

• Admin dashboard help center
• 24/7 chat support for admins
• Dedicated account manager (Enterprise plans)
• Team management video tutorials
• Community forum for best practices
• Email: admin-support@chaindoc.com
• Emergency security hotline for incidents