> ## Documentation Index
> Fetch the complete documentation index at: https://docs.porcia.org/llms.txt
> Use this file to discover all available pages before exploring further.
# Team Management
> Invite and manage team members in your Porcia workspace
# Team Management
Manage your team members, send invitations, and collaborate on SaaS management in your Porcia workspace.
## Workspace Overview
A workspace is your team's shared environment in Porcia:
Work together on vendor management and negotiations
Everyone sees the same vendor data and insights
Control what team members can see and do
One subscription covers all team members
## Inviting Team Members
### How to Invite
Go to **Settings → Team** or click your workspace name → **Team Members**
Click the **Invite Member** button in the top right
Enter the email address of the person you want to invite
Choose their role:
* **Admin** - Full access to all features
* **Member** - Standard access to features
[Learn more about roles](/workspace/roles-permissions)
Click **Send Invitation**
The invitee will receive an email with a link to join your workspace
### 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
On the Growth plan, inviting a new member may add a seat to your subscription if all current seats are used. You'll be charged prorated for the remainder of your billing cycle.
### 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`
## Managing Team Members
### 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
### 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
Changing someone to Admin gives them full access to all workspace features, including billing and team management. Only promote trusted team members.
### 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)
Removing a team member doesn't automatically reduce your seat count on the Growth plan. Go to Settings → Billing to manually reduce seats if desired.
## Team Collaboration
### 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
### 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
### 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
## Team Analytics
### 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
### 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
## Workspace Settings
### 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**
### 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
## Seat Management (Growth Plan)
### 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
### 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
### 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
### 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
You can only reduce seats if you have unused seats. Remove team members first if all seats are in use.
**When seats are reduced:**
* Change takes effect at next renewal
* You're not charged for removed seats going forward
* Current billing cycle remains unchanged
## Best Practices
### 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
### 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
### 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
## Troubleshooting
### 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
### 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
### 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
## Next Steps
Learn about user roles and permissions
Configure workspace preferences
Manage subscription and billing
View team usage analytics