Teams FAQ

Common questions about creating teams, managing members, roles, and team collaboration.

Team Basics

What is a team in YAPL?

A team is a group of workspace members who collaborate on projects. Teams:

• Control access to projects (projects are assigned to teams)
• Have role-based permissions (Lead, Member, Viewer)
• Can have unlimited members (within workspace seat limits)

How many teams can I create?

There's no limit on the number of teams you can create. Create as many as needed to organize your workspace effectively.

What's the "Workspace Owners" team?

The Workspace Owners team is a special system-generated team that:

• Automatically contains all workspace owners
• Cannot be modified or deleted
• Gives owners access to all workspace content
• Updates automatically when owners are added/removed

Team Roles

What are the team roles?

What's the difference between Lead and Member?

Can a team have multiple Leads?

Yes! You can have as many Leads as needed. However, every team must have at least one Lead at all times.

Why can't I remove or demote a Lead?

Teams require at least one Lead. If you're trying to remove or demote the only Lead, you must first promote another member to Lead.

Team Membership

Can someone be in multiple teams?

Yes! A person can be a member of multiple teams and have different roles in each. For example:

• Lead in "Engineering Team"
• Viewer in "Management Team"

Does being in multiple teams use multiple seats?

No. Each workspace member counts as one seat, regardless of how many teams they're in.

How do I add someone to a team?

1. Open your team
2. Go to the Invitations tab
3. Click Invite Members
4. Enter their email or generate a shareable link
5. Select their role
6. Send invitation

How do I remove someone from a team?

1. Open your team
2. Go to the Members tab
3. Find the member
4. Click the actions menu (three dots)
5. Select Remove from Team

What happens when someone is removed from a team?

• They immediately lose access to all projects assigned to that team
• They remain in the workspace (if in other teams)
• Historical activity attributed to them is preserved
• They can be re-invited to the team later

Team Invitations

How long are team invitations valid?

All invitations (both email and shareable links) expire after 7 days.

Can I resend an expired invitation?

No, you cannot extend expired invitations. Send a new invitation instead.

What if someone doesn't receive the invitation email?

1. Check their spam/junk folder
2. Verify the email address is correct
3. Click Resend on the pending invitation
4. Try using a shareable link instead

Can I limit how many people can join via a shareable link?

Yes! When generating a shareable link, you can set:

• Usage limit (max number of uses)
• Expiration date
• Default role for joiners

Team and Project Access

How do teams relate to projects?

Projects are assigned to teams (not individuals). Team members access projects through their team membership:

• If your team is assigned to a project, you can access it
• Your role in the team determines your access level
• Projects can be assigned to multiple teams

Can I share a project with just one person?

Not directly. Access is team-based. Options:

1. Create a team with just that person
2. Add them to an existing team that has the project
3. Make them a workspace owner (gives access to everything)

Why can't I see a project?

You can't see a project if:

• No team you're in is assigned to that project
• The project is archived (and filtered out)
• You don't have workspace access

Ask a team Lead or workspace owner to add your team to the project.

Team Management

How do I rename a team?

1. Open the team
2. Click Edit Team or the settings icon
3. Update the team name
4. Save changes

How do I delete a team?

1. Open the team
2. Go to team settings
3. Click Delete Team
4. Confirm deletion

What happens when a team is deleted?

• All members lose access to team-assigned projects
• Members remain in the workspace (if in other teams)
• Historical activity is preserved
• The action cannot be undone

Can I transfer team leadership?

To transfer leadership:

1. Promote the new person to Lead
2. Optionally demote yourself to Member or Viewer
3. Or remove yourself from the team (if not needed)

Workspace Owners vs Team Leads

What's the difference between a workspace owner and team lead?

Do workspace owners need to be team Leads?

No. Workspace owners automatically have full access to everything through the system "Workspace Owners" team. They don't need explicit Lead roles in other teams.

Troubleshooting

I was invited but can't access any projects

Your team might not be assigned to any projects yet. Contact your team Lead to:

• Assign the team to projects
• Add you to another team with project access

My role changed unexpectedly

A team Lead may have changed your role. Contact your team Lead or workspace owner for clarification.

I can't create a team

• Verify you have permission (owner or sufficient role)
• Check workspace subscription is active
• Try refreshing the page

Still Have Questions?

Contact Support for help with teams.