Team Collaboration Features in BreezeDoc

BreezeDoc's Agency plan enables team collaboration with shared documents, templates, and role-based access. This guide covers creating teams, inviting members, managing permissions, and collaborating effectively.

Prerequisites

• Plan: Agency plan ($49/month) required for team features
• Account Role: Team Owner role to manage members
• Team Limit: Maximum 10 team members per Agency account

What Are Teams in BreezeDoc?

Teams allow multiple users to collaborate on documents and templates within a shared workspace.

Team Collaboration Benefits

• Shared Documents: All team members access the same document library
• Shared Templates: Create and use templates across the team
• Role-Based Access: Control who can view, edit, or manage
• Collaborative Workflows: Multiple people work on contracts simultaneously
• Centralized Management: Owner controls all team settings and members
• Consistent Branding: Team-wide custom logo and white-label settings

Understanding Team Roles

BreezeDoc teams have three permission levels:

Owner Role

Full administrative access with all permissions:

• Create, edit, send, and delete all documents
• Create, edit, and delete all templates
• Invite and remove team members
• Change member roles
• Manage team settings (logo, branding, billing)
• Access all activity logs and analytics
• Download and export all documents

Editor Role

Standard working permissions for team contributors:

• Create, edit, send, and delete documents
• Create, edit, and delete templates
• View all team documents and templates
• Access activity logs for documents they created
• Download completed documents
• Cannot: Manage team members or settings

Viewer Role

Read-only access for oversight and review:

• View all team documents
• View all team templates
• Download completed documents
• View activity logs
• Cannot: Create, edit, send, or delete anything
• Cannot: Manage team members or settings

Creating Your Team

When you subscribe to an Agency plan, a team is automatically created:

1. Subscribe to Agency Plan ($49/month).
2. Your account becomes the Team Owner.
3. A team workspace is created automatically.
4. Navigate to Team in the main menu to access team features.

Inviting Team Members

How to Invite Team Members

1. Go to Team ➜ Members.
2. Click Invite Team Member.
3. Enter the member's Email Address.
4. Enter the member's Full Name.
5. Select a Role:
   • Owner (full admin)
   • Editor (create and edit)
   • Viewer (read-only)
6. Click Send Invitation.
7. The member receives an email invitation.

Invitation Email

Team members receive an email with:

• Invitation from [Your Team Name]
• Role assignment (Owner, Editor, or Viewer)
• Accept Invitation button
• Invitation expiration date (typically 7 days)

How Members Accept Invitations

1. Invited member opens the email.
2. Clicks Accept Invitation.
3. If they have a BreezeDoc account, they log in and join the team.
4. If they don't have an account, they create one during acceptance.
5. Once accepted, they see team documents and templates in their dashboard.

Managing Team Members

Viewing Team Members

1. Go to Team ➜ Members.
2. See a list of all team members showing:
   • Name and email
   • Role (Owner, Editor, Viewer)
   • Status (Active, Invited, Pending)
   • Date added
   • Actions (Edit, Remove)

Changing Member Roles

1. Go to Team ➜ Members.
2. Find the member whose role you want to change.
3. Click Edit or click on their role.
4. Select a new role (Owner, Editor, or Viewer).
5. Click Save.
6. The member's permissions update immediately.

Removing Team Members

1. Go to Team ➜ Members.
2. Find the member to remove.
3. Click Remove (trash icon).
4. Confirm removal.
5. The member loses access to team documents and templates immediately.
6. Documents they created remain in the team workspace.

Working with Team Documents

Shared Document Workspace

All team members see the same document library:

• Documents created by any team member appear in the shared workspace
• All team members (except Viewers) can edit and send documents
• Activity logs show which team member performed each action
• Completed documents are accessible to all team members

Creating Team Documents

1. Go to Documents ➜ Create Document.
2. Create as usual (upload PDF or use template).
3. The document is automatically added to the team workspace.
4. All team members with appropriate permissions can access it.

Document Ownership

Documents created by team members are owned by the team, not individuals:

• Creator's name appears in activity logs
• All Editors and Owners can modify the document (if not sent)
• Removing a team member does NOT delete their documents

Working with Team Templates

Shared Template Library

Team templates are accessible to all team members:

• Owners and Editors can create templates
• All team members (including Viewers) can use templates to create documents
• Only Owners and Editors can edit or delete templates

Creating Team Templates

1. Go to Templates ➜ My Templates.
2. Click Create Template.
3. Design your template (add fields, PDF, etc.).
4. Enable Share with Team option.
5. Save the template.
6. The template appears in the Team Templates section for all members.

Template Permissions by Role

Team Branding (Agency)

Team-wide branding applies to all documents and emails sent by team members.

Setting Up Team Branding

1. Go to Team ➜ Settings ➜ Branding.
2. Upload your team Logo (PNG or JPG, max 2MB).
3. The logo appears on:
   • Completed document PDFs
   • Recipient emails
   • Signing interface
4. White-label option removes all BreezeDoc branding.

Team Limits and Quotas

Agency plan team limits:

• Team Members: Maximum 10 members
• Documents: Unlimited team documents per month
• Templates: Unlimited team templates
• Storage: Fair use policy applies

Troubleshooting

Issue: Cannot invite team members

Fix: Verify you have an Agency plan subscription. Check that you have Owner role permissions. Ensure you haven't reached the 10-member limit.

Issue: Invited member did not receive email

Fix: Ask member to check spam/junk folder. Verify the email address is correct. Resend the invitation from Team ➜ Members.

Issue: Team member cannot see documents

Fix: Verify member accepted the invitation. Check member's role and permissions. Ensure documents are in the team workspace (not personal documents created before joining).

Issue: Cannot edit another member's document

Fix: Check your role. Viewers cannot edit. Documents must not be sent yet (sent documents are locked). Refresh the page and try again.

FAQ

Q: Can I have multiple teams on one Agency plan?

A: No, each Agency subscription includes one team. You would need separate subscriptions for multiple teams.

Q: What happens to documents if I remove a team member?

A: Documents created by removed members remain in the team workspace. Only the member's access is revoked.

Q: Can team members see each other's activity?

A: Yes, activity logs show which team member performed each action. This ensures accountability and transparency.

Q: Can I downgrade from Agency to Pro and keep my team?

A: No, team features require Agency plan. Downgrading removes team member access, but documents remain accessible to the account owner.

Need more help? Contact our support team – we are here to help!