Team & Permissions
Add team members, assign roles and permissions, manage seats, and set up the approval chain.
Users & Permissions (/my/company/team) is where company admins manage the people in the account. The platform's permission model enables a clean separation of duties: writers write, reviewers review, publishers publish.
Seats & plans
The page header shows your seat usage (users in use vs. allowed by your plan). Only writing users count toward the seat contingent — read-only users are free of charge. When seats are exhausted, the Add user button is disabled and links to the upgrade.
Adding a team member
Add user opens the member dialog:
Account details
Name, salutation, job title, and the e-mail address — it doubles as the login. Optionally set an initial password, or let the platform send an invitation e-mail with login instructions.
Status and roles
Set the account Active and tick the roles the member should have. Each role's tooltip lists the actions it grants; select all / clear all helpers and a seat-consequence hint keep you oriented.
Settings
Choose the member's approving user (who reviews their references), interface language, and timezone. Address, contact data, and a portrait photo are optional.
Existing members are edited through the same dialog — including password resets, deactivation, and portrait upload.
With location-based reviewer assignment enabled, editing a member additionally offers a Reviewer responsibilities section: assign in one pass at which locations this member reviews which reference groups — handy when onboarding a new controller. Company-wide responsibilities are shown there read-only; they are maintained on the reference group itself.
Roles & permissions
Roles bundle fine-grained permissions. The role legend on the team page describes each role; the underlying permissions include:
| Permission | Allows |
|---|---|
| Create / edit / delete reference | Working on references in the Reference Manager |
| Reference review | Reviewing and confirming suggested references (Controller) |
| Publish reference profile | Setting references to Approved and publicly visible (Publisher) |
| Create client / product / partner | Creating the related entities, incl. inline creation in the reference form |
| Create / edit / delete user | Team management |
| Edit / delete locations, company media | The respective profile managers |
| Edit company settings | Master data, branch settings, the AI gateway |
The UI adapts automatically: members never see buttons they can't use.
A typical setup
- Reference managers — create/edit references (no publish permission): they can take content to Suggested.
- Reviewers/Controllers — additionally reference review: they confirm content quality.
- Publishers — publish reference profile: the final go-live decision.
- Company admins — everything, including team, settings, and billing.
- Read-only members — colleagues in sales who search, compare, export, and share references — free of charge.
Single sign-on
Companies using Microsoft Entra ID can enable single sign-on so members log in with their organization account. The team page links to the setup guide (in-app under Documentation → Microsoft Entra SSO); once configured, the login page shows Sign in with Microsoft for your members.
Security: require two-factor authentication
Company admins (anyone with Edit company settings) can make two-factor authentication mandatory for all members — sidebar → Security (/my/company/settings/security), toggle Require two-factor authentication.
Once enabled:
- Members who already use 2FA sign in as usual.
- Members without 2FA are guided through the authenticator setup at their next sign-in — before they reach the workspace.
- Nobody can disable their 2FA while the requirement is active.
Members who sign in through Microsoft single sign-on are not affected — for SSO accounts, multi-factor policies are enforced by your organization in Microsoft Entra ID.
Announce the change to your team before switching it on: everyone needs a smartphone with an authenticator app (e.g. Microsoft or Google Authenticator) at their next sign-in.
Filtering & housekeeping
With more than a handful of members, the toolbar offers name search, a role filter, and sorting. Deactivate members who leave (their content stays); deleting an account is permanent.