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FAQ

Frequently asked questions about teams

Quick answers to common questions about teams.

General Questions

What are teams?

Teams are groups of organization members who work together. Depending on your Team Access Control setting, teams can control who accesses Decision Sites or serve purely for organization.

Learn more: What Are Teams

Do I need to use teams?

Not necessarily. Teams add value when:

  • You have 20+ people
  • Natural divisions exist (regions, products)
  • Privacy needed between groups
  • Structure helps reduce noise

Small organizations (< 20 people) often work well without teams, using ORGANIZATION access control.

Learn more: When to Use Teams

How many teams should we have?

Start small. Recommended:

  • Small org (< 20): 1-3 teams
  • Medium org (20-100): 3-7 teams
  • Large org (100+): 10-20 teams

Too many teams creates confusion. Only create teams with clear purpose.

Learn more: Best Practices

Can I be on multiple teams?

Yes. Users can be members of multiple teams simultaneously.

Example:

text
Sarah is on:
├─ US-East Sales Team
├─ Enterprise Team
└─ Product A Team

With TEAM access control, Sarah can access Decision Sites from all three teams.

What's the difference between a team and an organization?

Organization:

  • The entire company
  • Everyone in your company is in one organization
  • Has organization-wide settings (like Team Access Control)

Team:

  • A subset of organization members
  • Groups within the organization
  • Can have multiple teams per organization

Example:

text
Organization: Acme Inc (100 people)
Teams:
├─ US Sales (30 people)
├─ EMEA Sales (25 people)
├─ Engineering (35 people)
└─ Support (10 people)

Team Access Control

What is Team Access Control?

Your organization's setting that determines who can access Decision Sites:

  • ORGANIZATION - Everyone can access all Decision Sites
  • TEAM - Only team members can access team Decision Sites
  • OWN - Only owners can access their own Decision Sites

Important: This is ONE setting for your entire organization.

Learn more: Team Access Control

Can each team have its own access control setting?

No. Team Access Control is organization-wide, not per-team. All teams follow the same setting.

You cannot have Team A with ORGANIZATION access and Team B with TEAM access.

What's the difference between ORGANIZATION, TEAM, and OWN?

ORGANIZATION:

  • Teams don't control access
  • Everyone sees all Decision Sites
  • Good for small companies, full transparency

TEAM:

  • Teams control access
  • Only team members see team Decision Sites
  • Good for regional teams, privacy needs

OWN:

  • Only owner sees their Decision Sites
  • Teams don't matter
  • Good for consulting firms, maximum privacy

Learn more: Access Control Options

Which access control should we use?

Use ORGANIZATION if:

  • Small company (< 20 people)
  • Full transparency preferred
  • Everyone collaborates on everything

Use TEAM if:

  • Medium/large company (20+ people)
  • Regional or product-based teams
  • Privacy needed between teams

Use OWN if:

  • Individual contributor model
  • Maximum confidentiality required
  • Consulting or law firm structure

Learn more: When to Use Teams

Can we change Team Access Control later?

Yes, but it affects all Decision Sites immediately.

Warning: Changing causes disruption:

  • ORGANIZATION → TEAM: People lose access outside their team
  • TEAM → ORGANIZATION: Everyone suddenly sees everything
  • Any → OWN: Massive access restriction

Best practice: Choose carefully at start, stick with it.

Learn more: Team Access Control

Does ORGANIZATION access mean everyone can access?

Not exactly. "Everyone" means:

  • All internal users with CREATOR or COLLABORATOR organization role
  • Organization ADMINs

Does NOT mean:

  • GUEST users (they need explicit contact invitation)
  • External users (they need invitation)

With OWN access, what's the point of teams?

With OWN access control, teams are purely organizational:

  • For labeling
  • For reporting
  • For org chart structure
  • Not for access control

You might still use teams for organizational purposes, even though they don't control access.

Team Roles

What's the difference between team OWNER and MEMBER?

Team OWNER:

  • Can manage the team
  • Add/remove members
  • Change team settings
  • Delete team (except default)

Team MEMBER:

  • Can access team content
  • View team membership
  • Cannot manage team

Key point: Both access Decision Sites the same way (based on Team Access Control).

Learn more: Team Roles

Does team OWNER mean I can see all team Decision Sites?

Not always. It depends on Team Access Control:

With ORGANIZATION: Everyone sees all Decision Sites (OWNER doesn't matter)

With TEAM: You can see team Decision Sites (same as MEMBER)

With OWN: You can only see Decision Sites you own (OWNER doesn't grant access)

Key point: Team OWNER is for team management, not automatic Decision Site access.

Can a team have multiple OWNERs?

Yes, and it's recommended. Have 2-3 OWNERs per team for continuity.

Benefits:

  • If one OWNER leaves, others can manage
  • Backup coverage
  • Distributed workload

All OWNERs have equal power.

Learn more: Best Practices

What's the difference between team roles and organization roles?

They're independent systems:

Organization roles (ADMIN, CREATOR, COLLABORATOR, GUEST):

  • What you can do in the organization
  • Create Decision Sites, edit shared content, etc.
  • Organization-wide

Team roles (OWNER, MEMBER):

  • What you can do with the team
  • Manage team membership, etc.
  • Team-specific

Example: You can be COLLABORATOR (org role) and team OWNER (team role).

Learn more: Team Roles

Default Team

What is the default team?

A special team automatically created for every organization. It cannot be deleted.

Special behaviors:

  • Cannot be deleted
  • Receives orphaned Decision Sites when teams deleted
  • With TEAM access control, doesn't restrict access
  • Always exists

Learn more: Team Organization

Can I delete the default team?

No. The default team cannot be deleted.

Why: Ensures there's always a team to receive orphaned Decision Sites when other teams are deleted.

Why doesn't the default team restrict access?

With TEAM access control, the default team is excluded from access restrictions.

Reason: Default team is a safety net, not a real access control boundary. Decision Sites end up there when their team is deleted.

Effect: With TEAM access, Decision Sites on default team can be accessed by all organization members (similar to ORGANIZATION access).

Should we use the default team?

Common patterns:

Pattern 1: Everyone on default team (company-wide team)

Pattern 2: Only new members until assigned to real team (holding area)

Pattern 3: Unassigned people and orphaned Decision Sites

Choose pattern that fits your organization.

What happens to Decision Sites when I delete a team?

They move to the default team automatically.

Example:

text
Before: Decision Site on Enterprise Team
Action: Delete Enterprise Team
Result: Decision Site moves to Default Team

Why: Ensures Decision Sites are never orphaned.

Team Management

Who can create teams?

Only organization ADMINs can create new teams.

Cannot create teams:

  • Team OWNERs (only manage their team)
  • CREATORs (can create Decision Sites, not teams)
  • COLLABORATORs
  • GUESTs

Who can add members to a team?

Two roles can add members:

  • Team OWNER (for their team)
  • Organization ADMIN (for any team)

Cannot add members:

  • Team MEMBERs
  • Other users not on the team

Who can delete a team?

Two roles can delete teams:

  • Team OWNER (their team only, except default team)
  • Organization ADMIN (any team except default team)

Cannot delete:

  • Default team (no one can delete it)

How do I know which teams I'm on?

  1. Go to Settings → Teams
  2. You'll see all teams you're a member of
  3. Your role (OWNER or MEMBER) is shown

Can I leave a team?

Only if a team OWNER or organization ADMIN removes you. You cannot remove yourself.

Workaround: Ask team OWNER or organization ADMIN to remove you.

Decision Sites and Teams

Do Decision Sites have to be assigned to a team?

No. Decision Sites can exist without a team assignment.

With no team assignment:

  • ORGANIZATION access: Everyone can access
  • TEAM access: Only owner + contacts can access
  • OWN access: Only owner can access

Can a Decision Site be on multiple teams?

No. Each Decision Site can be assigned to exactly one team (or no team).

Can I change which team a Decision Site is assigned to?

Yes, if you're the Decision Site owner or organization ADMIN.

Effect:

  • With TEAM access control, changes who can access immediately
  • Old team members lose access
  • New team members gain access

Warning: Can break access for collaborators.

Who can access a Decision Site?

Depends on Team Access Control setting:

With ORGANIZATION:

  • All internal users (CREATOR, COLLABORATOR, ADMIN)
  • Owner
  • Contacts
  • Not: GUEST users (unless added as contact)

With TEAM:

  • Team members (if Decision Site assigned to their team)
  • Owner
  • Organization ADMIN
  • Contacts

With OWN:

  • Owner only
  • Organization ADMIN
  • Contacts

Learn more: Access Control Options

Organization ADMIN

Can organization ADMIN access all Decision Sites?

Yes. Organization ADMINs bypass all Team Access Control restrictions.

Effect:

  • Can access all Decision Sites
  • Regardless of team membership
  • Works with ORGANIZATION, TEAM, and OWN access control
  • Full edit permissions

Use cases:

  • Emergency access
  • Fixing access issues
  • Auditing
  • Supporting users

Can organization ADMIN manage all teams?

Yes. Organization ADMINs can manage any team, even if they're not a member.

Can do:

  • Add/remove members from any team
  • Change any team's settings
  • Delete any team (except default)
  • Promote/demote members on any team

Should everyone be organization ADMIN?

No. ADMIN role should be limited.

Best practice:

  • 2-5 ADMINs for small/medium org
  • 5-10 ADMINs for large org
  • Only trusted, long-term employees
  • IT, operations, executive team

Why: ADMINs bypass all access restrictions and can manage everything.

Contacts

Can I add someone to a Decision Site if they're not on the team?

Yes. Adding someone as a contact grants them access regardless of team membership.

This works with all access control settings:

  • ORGANIZATION: Redundant but allowed
  • TEAM: Contacts bypass team restriction
  • OWN: Contacts bypass owner-only restriction

How: Add them as contact to the specific Decision Site.

What's the difference between adding to team vs adding as contact?

Adding to team:

  • Grants access to ALL Decision Sites on that team
  • Permanent (until removed from team)
  • Requires team OWNER or organization ADMIN
  • Only works with TEAM access control

Adding as contact:

  • Grants access to ONE specific Decision Site
  • Specific to that Decision Site
  • Requires Decision Site owner or ADMIN
  • Works with all access control settings

Use case:

  • Team membership: For people who work with that team regularly
  • Contact: For one-off collaboration on specific Decision Site

Migration and Growth

We started with ORGANIZATION access. When should we switch to TEAM?

Signs you've outgrown ORGANIZATION:

  • More than 20 people
  • People complain about too many Decision Sites
  • Natural team divisions emerged
  • Privacy concerns
  • Noise reduction needed

Migration timeline: 4-8 weeks for medium organization

Learn more: Common Issues

How do we migrate from no teams to teams?

Steps:

  1. Choose Team Access Control setting (likely TEAM)
  2. Create teams based on natural divisions
  3. Add members to teams
  4. Assign Decision Sites to teams
  5. Change Team Access Control if needed
  6. Communicate changes
  7. Support users with access questions

Timeline: 2-4 weeks for pilot, 6-12 weeks for full rollout

Learn more: When to Use Teams

Can we test teams with a small group first?

Yes, and it's recommended.

Pilot approach:

  1. Create 1-2 teams
  2. Add pilot group members
  3. Assign subset of Decision Sites
  4. Keep ORGANIZATION access control (doesn't affect non-pilot users)
  5. Test access patterns
  6. Gather feedback
  7. Fix issues
  8. Roll out to everyone
  9. Change to TEAM access control

Technical Questions

Where is Team Access Control setting stored?

It's an organization-level setting in your organization's configuration.

Who can see it: All organization members

Who can change it: Organization ADMIN only

Location: Settings → Organization → Team Access Control

Can I automate team membership?

Not currently built-in, but organization ADMINs can add/remove members via the interface.

Common pattern:

  • Add new hires to default team during onboarding
  • Assign to appropriate teams based on role/region
  • Remove from teams during offboarding

How many members can a team have?

No hard limit, but practical limits exist:

Recommended:

  • Small teams: 5-15 members
  • Medium teams: 15-30 members
  • Large teams: 30-50 members

Very large teams (50+): Consider splitting into smaller teams.

Learn more: Best Practices

Can external users be on teams?

No. Teams are for organization members only.

Workaround:

  • Add external users as contacts to specific Decision Sites
  • Invite them to organization first (makes them organization members)

Troubleshooting

I can't find a specific answer. Where should I look?

Check these resources in order:

  1. Common Issues: Common Issues
  2. Features documentation:
  3. Guides:
  4. Reference:
  5. Contact support

Still have questions?

  • Review troubleshooting: Common Issues
  • Check glossary: Glossary
  • Contact organization ADMIN: They can help with access issues
  • Contact support: For technical issues

Next Steps