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Team Management

Manage your team members, send invitations, and collaborate on SaaS management in your Porcia workspace.

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Workspace Overview

A workspace is your team’s shared environment in Porcia:

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Inviting Team Members

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How to Invite

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Invitation Process

What happens when you invite someone:

1. Email sent - Invitee receives invitation email
2. Click link - They click the invitation link
3. Create account - If new to Porcia, they create an account
4. Join workspace - They’re automatically added to your workspace
5. Access granted - They can immediately start using Porcia

Invitation expiration:

• Invitations expire after 7 days
• Expired invitations can be resent
• Pending invitations shown in team list

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Bulk Invitations

Invite multiple team members at once:

1. Go to Settings → Team
2. Click Bulk Invite
3. Enter email addresses (one per line or comma-separated)
4. Select default role for all invitees
5. Click Send Invitations

CSV Import:

• Upload a CSV file with email addresses and roles
• Format: email,role
• Example: john@company.com,member

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Managing Team Members

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Team Member List

View all team members in your workspace: Information displayed:

• Name and email address
• Role (Admin or Member)
• Status (Active, Pending, Inactive)
• Last active date
• Date joined

Actions available:

• Change role
• Resend invitation (for pending)
• Remove from workspace
• View activity log

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Changing Roles

To change a team member’s role:

1. Go to Settings → Team
2. Find the team member
3. Click the Role dropdown
4. Select new role (Admin or Member)
5. Confirm change

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Removing Team Members

To remove someone from your workspace:

1. Go to Settings → Team
2. Find the team member
3. Click Remove (three dots menu)
4. Confirm removal

What happens when you remove someone:

• They lose access to the workspace immediately
• Their data and activity history is preserved
• They can be re-invited later if needed
• On Growth plan, the seat remains provisioned (you must manually release it)

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Team Collaboration

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Shared Features

Team members can collaborate on: Vendor Management:

• View all discovered vendors
• Add notes and comments
• Upload documents
• Tag and categorize vendors

Negotiations:

• Assign negotiations to team members
• Collaborate on negotiation strategies
• Share draft emails for review
• Track negotiation outcomes

Analytics:

• View team-wide usage analytics
• See spend across all vendors
• Identify optimization opportunities
• Generate team reports

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Activity Feed

See what your team is working on:

1. Go to Dashboard → Activity
2. View recent team activity:
   • Vendors added or updated
   • Negotiations started or completed
   • Documents uploaded
   • Team members added or removed

Filter activity:

• By team member
• By activity type
• By date range
• By vendor

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Notifications

Stay informed about team activity: Notification types:

• New vendor discovered
• Negotiation assigned to you
• Comment on vendor you’re following
• Document uploaded
• Team member joined

Notification channels:

• In-app notifications
• Email notifications
• Slack notifications (if connected)

Configure notifications:

1. Go to Settings → Notifications
2. Choose which events trigger notifications
3. Select notification channels
4. Set notification frequency

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Team Analytics

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Usage Analytics

See how your team uses SaaS applications: Team Usage Dashboard:

• Most used applications across team
• Usage by team member (if not anonymous)
• Underutilized applications
• Shadow IT discovered by team

Individual Usage:

• Each team member can see their own usage
• Admins can see all team member usage
• Anonymous mode hides individual attribution

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Collaboration Metrics

Track team collaboration: Metrics tracked:

• Active team members
• Vendors managed per person
• Negotiations per person
• Documents uploaded
• Comments and notes added

Team performance:

• Negotiation success rate
• Average savings per negotiation
• Time to complete negotiations
• Vendor discovery rate

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Workspace Settings

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Workspace Information

Manage workspace details: Editable information:

• Workspace name
• Company name
• Industry
• Company size
• Workspace logo

To update:

1. Go to Settings → Workspace
2. Click Edit next to workspace information
3. Update details
4. Click Save

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Workspace Preferences

Configure workspace-wide settings: Discovery Settings:

• Auto-discovery enabled/disabled
• Discovery sources (email, SSO, browser)
• Vendor matching sensitivity
• Shadow IT alerts

Notification Settings:

• Default notification preferences for new members
• Workspace-wide notification rules
• Alert thresholds (spend, renewals, etc.)

Integration Settings:

• Connected integrations (email, SSO)
• Integration sync frequency
• Data retention policies

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Seat Management (Growth Plan)

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Understanding Seats

On the Growth plan, you pay per seat: Seat basics:

• Minimum 3 seats required
• $20 per seat per month
• Seats are provisioned automatically when needed
• You can manually add or remove seats

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Viewing Seat Usage

Check your seat usage:

1. Go to Settings → Billing
2. View Seat Usage section:
   • Total seats purchased
   • Seats in use
   • Available seats
   • Cost per month

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Adding Seats

Automatic provisioning:

• When you invite a new member and all seats are used
• A new seat is automatically added
• You’re charged prorated for the remainder of the billing cycle
• Next renewal includes the new seat

Manual addition:

1. Go to Settings → Billing → Seats
2. Click Add Seats
3. Enter number of seats to add
4. Confirm and pay prorated amount

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Removing Seats

To reduce your seat count:

1. Go to Settings → Billing → Seats
2. Click Manage Seats
3. Reduce seat count (minimum 3)
4. Confirm change

When seats are reduced:

• Change takes effect at next renewal
• You’re not charged for removed seats going forward
• Current billing cycle remains unchanged

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Best Practices

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For Workspace Admins

1. Invite strategically - Only invite team members who need access
2. Assign appropriate roles - Use Member role by default, Admin only when needed
3. Review team regularly - Remove inactive members to optimize seats
4. Set clear expectations - Communicate what Porcia is used for
5. Monitor usage - Check team analytics to ensure adoption

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For Team Collaboration

1. Use comments - Add context to vendors and negotiations
2. Assign ownership - Assign vendors to specific team members
3. Share insights - Use activity feed to keep team informed
4. Document decisions - Add notes about vendor decisions
5. Collaborate on negotiations - Review draft emails together

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For Seat Optimization

1. Right-size your team - Only pay for seats you need
2. Remove inactive users - Free up seats for active team members
3. Use guest access - For occasional users (coming soon)
4. Plan ahead - Add seats before inviting to avoid auto-provisioning
5. Review quarterly - Audit team membership every quarter

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Troubleshooting

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Invitation Not Received

If an invitee doesn’t receive the invitation email:

1. Check spam folder - Invitation may be in spam
2. Verify email address - Ensure email is correct
3. Resend invitation - Click Resend in team list
4. Check email provider - Some providers block automated emails
5. Use invitation link - Copy and send link manually

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Can’t Add Team Member

If you can’t invite a new team member: Possible reasons:

• All seats are used (Growth plan) - Add more seats or remove inactive members
• Reached plan limit (Starter plan has 1 user) - Upgrade to Growth plan
• Email already in workspace - Check team member list
• Invalid email address - Verify email format

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Team Member Can’t Access

If a team member can’t access the workspace:

1. Verify they accepted invitation - Check pending invitations
2. Check their role - Ensure they have appropriate permissions
3. Verify account status - Ensure their account is active
4. Check workspace status - Ensure workspace subscription is active
5. Contact support - If issue persists

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Next Steps