Working as a team

Create your team

With the Teams plan, open Team in the top bar, give your team a name and choose Create team. You are its owner. Without the plan, the page offers See plans.

Invite people

1. On the Team page, enter their email under Invite someone and choose Send invite.
2. If their documents should be private even from you, tick Keep their documents private before sending (see below).
3. They get an email with a link that works for 7 days. Until they accept, the invitation is listed under Pending invitations, where you can Withdraw it.

Joining costs them nothing: the seat is paid for by the team, so there is no trial to start. Someone who already pays for their own plan chooses whether to keep it (and switch between their personal and team documents) or move to the team (their own plan ends when the paid period ends; their earlier documents stay private to them).

Owner, admins and members

• Members create and send their own documents and see the team’s shared documents and templates.
• Admins can also edit, send, remind and delete any shared team document, invite people and remove members, and see the team’s activity. The owner makes someone an admin with Make admin (password needed), and can Remove admin.
• The owner does all of that, plus billing and seats, renaming the team, making admins and handing the team over.

Private documents

Some people, such as HR or a manager, need documents nobody else sees. Invite them with Keep their documents private ticked, or switch it later with Private documents next to their name. Their new documents start private: only they can see them, not other members and not the owner. They can make any one visible to the team.

The owner can switch someone back with Make visible (password needed), which makes all their documents visible to the team again. The owner can also make any of their own documents private from its ⋯ menu.

Seats

• Teams includes 5 seats. Each person in the team, including you, and each pending invitation uses one.
• To add seats, use the Seats stepper on the Team page and choose Update seats (password needed). Extra seats get cheaper as your team grows; How seats are priced shows every band. See Plans, prices and billing.
• Adding seats charges a share of the price for the rest of the billing period. Seats added in the last 5 days before renewal start at the renewal instead, and nothing is charged before then.
• A new seat is a one-month commitment (on yearly billing, until your yearly renewal): it renews once before it can be removed. Removing seats takes effect at renewal, and you can’t go below the number of people in the team.

If your team ever has more people than seats, nobody is removed and everyone keeps working, but you can’t invite anyone until you add seats or someone leaves.

Removing people and leaving

• The owner, or an admin, removes someone with the bin next to their name (password needed). Their documents go back to being private to them.
• A member leaves with Leave team (password needed).

Handing the team over

The owner can choose Make owner next to a member to offer them the team. They must have their own Teams plan with enough seats for everyone, because billing can’t move between people. You can choose to end your own plan at the end of the period you have paid for. The offer lasts 7 days; they accept or decline it on their Team page, and you can withdraw it. An owner with other people in the team can’t delete their account until they hand it over.

Personal and Team

If you are a member of a team and also pay for your own plan, a Personal / Team switch appears at the top. Team shows the team’s shared documents, and new documents go to the team; Personal shows your own private documents on your own plan.