Adding and Managing Team Members in BreezeDoc

Add team members to your BreezeDoc workspace and manage their access to documents. This guide covers inviting members, accepting invitations, viewing team member status, changing roles, removing members, and managing your 10-member team limit on the Agency plan.

Prerequisites

  • Plan: Agency plan ($49/month) required for team collaboration
  • Account: Active BreezeDoc account
  • Team: Team created in Account ➜ Team
  • Role: Owner role required to invite and remove members
  • Limit: Must have fewer than 10 team members to invite new ones

What is Team Member Management?

Team member management in BreezeDoc allows you to collaborate with colleagues by inviting them to your team workspace. Team members can work together on documents with role-based permissions. Key capabilities:

  • Email Invitations – Invite team members by email with automatic invitation emails
  • Role Assignment – Assign roles (Owner, Sender, Editor, Viewer) when inviting
  • Status Tracking – See which invitations are active vs. pending acceptance
  • Member Limits – Up to 10 team members per Agency plan
  • Access Control – Only Owners can invite, remove, and change member roles
  • Shared Workspace – All team members access the same documents and templates

Plan Availability

Team collaboration is exclusive to the Agency plan:

  • Free Plan: ❌ No team collaboration
  • Pro Plan ($19/month): ❌ No team collaboration
  • Agency Plan ($49/month): ✅ Team collaboration with up to 10 members

Creating Your First Team

Before inviting members, you need to create a team:

  1. Ensure you have the Agency plan active.
  2. Go to Account ➜ Team.
  3. If no team exists, you'll see a team creation form.
  4. Enter a Team name (e.g., "Legal Department", "Sales Team", "HR Contracts").
  5. Click Create Team.
  6. Your team is created and you are automatically assigned the Owner role.
  7. You can now invite additional members.

Note: Each Agency account can create one team. The person who creates the team becomes the first Owner.

Inviting Team Members

Who Can Invite Members?

  • Only Owners can invite new team members
  • Senders, Editors, and Viewers cannot invite members
  • If you don't see the "+ Add member" button, you are not an Owner

Step-by-Step: Invite a Team Member

  1. Go to Account ➜ Team.
  2. Scroll to the "Team members" section.
  3. Check your member count (e.g., "5/10" means 5 active members out of 10 maximum).
  4. Click + Add member button (top right of team members section).
  5. The "Add team member" modal opens.
  6. Enter the member's Email address (must be a valid email).
  7. Select a Role from the dropdown:
    • Owner – Full team management and document control
    • Sender – Edit and send documents, no team management
    • Editor – Upload and edit documents, cannot send
    • Viewer – Read-only access to documents and activity
  8. Click Send invitation.
  9. You'll see the success message: "Invitation sent successfully."
  10. The invited member appears in the team members table with Pending status (yellow dot).
  11. The invited member receives an invitation email with a link to accept.

Invitation Email Details

When you invite a member, BreezeDoc automatically sends them an invitation email:

  • Subject: Team invitation from [Your Name]
  • Content: Notification that they've been invited to join your BreezeDoc team
  • Call to Action: Link to accept the invitation and join the team
  • Automatic: No manual email sending required

Accepting Team Invitations

For Invited Members: How to Accept

  1. Check your email inbox for the team invitation from BreezeDoc.
  2. Open the invitation email.
  3. Click the Accept Invitation link in the email.
  4. You'll be redirected to BreezeDoc:
    • If you have a BreezeDoc account, log in with your credentials.
    • If you don't have an account, create one using the same email address the invitation was sent to.
  5. After logging in, you'll see the message: "Invitation accepted."
  6. You're now a member of the team with the assigned role.
  7. You can access team documents from the main BreezeDoc dashboard.

Invitation Requirements

  • Email Match: You must create/use a BreezeDoc account with the exact email address the invitation was sent to
  • Active Account: Your BreezeDoc account must be active and email-verified
  • One-Time Use: Each invitation link can only be used once
  • No Expiration: Invitation links do not expire (they remain valid until accepted or revoked)

Viewing Team Members

Team Members Table

The team members table shows all invited and active members:

Columns:

  • Name and email:
    • Active members show full name and email
    • Pending invitations show only the invitation email address
  • Status:
    • Active (green dot) – Member accepted invitation and joined the team
    • Pending (yellow dot) – Invitation sent but not yet accepted
  • Role:
    • Shows current role (Owner, Sender, Editor, Viewer)
    • Owners can change roles using the dropdown
    • Original team creator shows "Owner" label (cannot be changed)
  • Action:
    • Trash icon to remove member (Owner-only)
    • No action available for the original team creator

Member Count Display

At the top of the team members section, you'll see the active member count:

  • Format: "5/10" means 5 active members out of 10 maximum
  • Active Count: Only counts members who have accepted invitations (not pending)
  • Total Limit: Includes both active and pending members toward the 10-member limit

Changing Member Roles

Who Can Change Roles?

  • Only Owners can change member roles
  • Owners cannot change their own role
  • The original team creator's role cannot be changed by anyone

Step-by-Step: Change a Member's Role

  1. Go to Account ➜ Team.
  2. Find the member in the "Team members" table.
  3. Locate the Role column for that member.
  4. Click the Role dropdown (shows current role like "Editor").
  5. Select the new role from the dropdown:
    • Owner
    • Sender
    • Editor
    • Viewer
  6. The role is updated immediately (no confirmation required).
  7. You'll see the alert: "Role updated successfully."
  8. The member's permissions change immediately.

Important: Role changes take effect immediately. The member will see updated permissions the next time they access the team or refresh their browser.

Removing Team Members

Who Can Remove Members?

  • Only Owners can remove team members
  • Owners cannot remove the original team creator
  • You can remove both active members and pending invitations

Step-by-Step: Remove a Team Member

  1. Go to Account ➜ Team.
  2. Find the member in the "Team members" table.
  3. In the Action column, click the trash icon (red delete button).
  4. A confirmation dialog appears: "Are you sure you want to remove this member?"
  5. Click OK to confirm removal.
  6. You'll see the success message: "Team member removed successfully."
  7. The member is immediately removed from the team.
  8. They lose access to all team documents and templates.

What Happens When You Remove a Member?

  • Immediate Access Loss: Member can no longer access team workspace or documents
  • Login Still Works: Member retains their BreezeDoc account but loses team access
  • No Notification: BreezeDoc does not send an email notification when a member is removed
  • Documents Preserved: Documents created by the removed member remain in the team
  • Re-invitation Allowed: You can re-invite the same person later if needed
  • Frees Up Slot: Removing a member frees up a team member slot toward the 10-member limit

Managing Team Member Limits

10-Member Limit on Agency Plan

The Agency plan includes a maximum of 10 team members:

  • Includes: Both active members and pending invitations count toward the limit
  • Display: "10/10" means you've reached the maximum
  • Button Disabled: The "+ Add member" button becomes disabled (greyed out) when limit is reached
  • Tooltip: Hover over disabled button to see: "Maximum team members limit reached (10)"
  • No Override: Cannot exceed 10 members on Agency plan

What to Do When You Reach the Limit

If you've reached the 10-member limit and need to add someone new:

  1. Review your current team members in Account ➜ Team.
  2. Identify inactive members, pending invitations that won't be accepted, or members who no longer need access.
  3. Remove unnecessary members by clicking the trash icon.
  4. Wait for the removal confirmation message.
  5. The "+ Add member" button becomes enabled again.
  6. Invite the new member.

Tip: Regularly audit your team members to ensure all 10 slots are used by active, necessary team members.

Team Management Best Practices

Invitation Best Practices

  • Verify Email Addresses: Double-check email addresses before sending invitations to avoid wasting slots on typos
  • Assign Appropriate Roles: Choose the role that matches each member's responsibilities (principle of least privilege)
  • Inform Members: Let members know to expect the invitation email (may end up in spam)
  • Follow Up: Check back in 1-2 days to see if invitations are still pending; follow up with members
  • Document Roles: Keep internal documentation of who has which role and why

Ongoing Member Management

  • Quarterly Audits: Review team members every 3 months to identify inactive users
  • Remove Departing Employees: Immediately remove team members who leave your organization
  • Update Roles: Change roles when team members' responsibilities change
  • Monitor Active Count: Keep track of how many of your 10 slots are actively used
  • Cancel Stale Invitations: Remove pending invitations that won't be accepted after 1 week

Security Best Practices

  • Limit Owners: Keep the number of Owners small (2-3 maximum) to maintain control
  • Review Permissions: Ensure each member has only the permissions they need
  • Offboarding Process: Create a checklist for removing access when employees leave
  • Separate Personal/Work: Encourage team members to use work email addresses, not personal ones
  • Monitor Activity: Regularly review document activity logs to spot unusual behavior

Troubleshooting

Issue: Cannot see + Add member button

Fix: The "+ Add member" button is only visible to team Owners. Check your role in the team members table—if you see your name with a role dropdown (not "Owner" label), you are not an Owner. Ask an existing Owner to change your role to Owner or to invite members on your behalf. If you are the only user in the team, verify you have the Agency plan active.

Issue: + Add member button is greyed out (disabled)

Fix: The button is disabled when you've reached the 10-member limit. Check the member count at the top of the team section (e.g., "10/10"). Remove inactive or unnecessary members to free up slots. Click the trash icon next to members you want to remove, confirm the removal, and the button will become enabled again.

Issue: Invited member says they didn't receive invitation email

Fix: Ask the member to check their spam/junk folder. Verify you entered the correct email address—check the team members table to see the email shown for the pending invitation. If the email is incorrect, remove the pending invitation (trash icon) and send a new invitation with the correct address. If email is correct and still not received, have the member add noreply@breezedoc.com to their email whitelist and resend the invitation.

Issue: Member cannot accept invitation

Fix: Ensure the member creates a BreezeDoc account using the exact email address the invitation was sent to. Email addresses must match exactly. If the member already has a BreezeDoc account with a different email, they need to log in with the invited email or ask you to send a new invitation to their existing account email. Check that the invitation is still pending in your team members table—if it shows "Active", the invitation was already accepted.

Issue: Invitation shows "Pending" for days but member says they accepted it

Fix: Refresh the team members page to update the status. Sometimes the status display is cached. Have the member log out and back in to BreezeDoc to ensure their acceptance was processed. If still showing Pending after refresh, remove the pending invitation and send a new one. The member should accept the new invitation immediately after receiving it.

Issue: Error message "This user is already a member of the team"

Fix: The email address you're trying to invite is already associated with an existing team member. Check the team members table—the user may already be listed as Active or Pending. If you don't see them, try refreshing the page. If they were removed previously, their email might still be cached—wait a few minutes and try again.

Issue: Removed member still has access to team documents

Fix: Removal should take effect immediately. Ask the member to log out and back in to refresh their access. Verify the member was actually removed by checking the team members table—they should not appear in the list. If they still appear, the removal may not have completed—try removing them again. If issue persists, contact BreezeDoc support.

FAQ

Q: Can I invite members if I'm on the Free or Pro plan?

A: No, team collaboration is exclusive to the Agency plan ($49/month). Free and Pro plans are single-user accounts. Upgrade to Agency in Account ➜ Billing to unlock team features.

Q: How many team members can I have?

A: The Agency plan includes up to 10 team members. This limit includes both active members and pending invitations. There is no option to increase beyond 10 members.

Q: Do pending invitations count toward the 10-member limit?

A: Yes, pending invitations count toward the limit. If you have 8 active members and 2 pending invitations, you've reached the 10-member limit and cannot send more invitations until you remove pending or active members.

Q: Can invited members invite other members?

A: Only Owners can invite new team members. If you assign someone the Sender, Editor, or Viewer role, they cannot invite others. Assign the Owner role if you want them to have invitation privileges.

Q: What happens to documents created by a removed member?

A: Documents remain in the team workspace even after the member who created them is removed. All team documents belong to the team, not individual members. Remaining team members can continue to access, edit, and manage these documents.

Q: Can I cancel a pending invitation?

A: Yes, simply remove the pending invitation by clicking the trash icon next to it in the team members table. This frees up a team member slot and the invitation link becomes invalid.


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

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