Team Management

This guide covers how to manage your organization's team, including inviting members, assigning roles, and configuring permissions.

Organization Overview

What is an Organization?

An organization in Girard is a collaborative workspace where:

• Team members share access to features
• Usage and billing are centralized
• Resources and settings are managed together

Organization Structure

Organization
├── Owner (1)
├── Admins (multiple)
└── Members (multiple)

Roles and Permissions

Role Comparison

Role Descriptions

Owner

• Full control over the organization
• Only one owner per organization
• Manages billing and subscription
• Can delete the organization
• Can transfer ownership

Admin

• Manages team members
• Creates and revokes API keys
• Configures organization settings
• Cannot access billing
• Cannot delete organization

Member

• Uses Girard features
• Views own usage
• Cannot manage team or settings

Managing Team Members

Inviting Members

1. Navigate to Settings > Team
2. Click Invite Members
3. Enter email addresses (one per line)
4. Select a role (Admin or Member)
5. Click Send Invites

Invite Email: Recipients receive an email with:

• Organization name
• Inviter's name
• Link to accept invitation
• Expiration (7 days)

Accepting Invitations

New members:

1. Click the invitation link
2. Sign up or sign in to Girard
3. Automatically join the organization
4. Access organization resources

Existing users:

1. Click the invitation link
2. Confirm joining the organization
3. If in another organization, prompted to switch

Viewing Team Members

See all members at Settings > Team:

Changing Roles

1. Go to Settings > Team
2. Find the member
3. Click the role dropdown
4. Select new role
5. Confirm the change

Note: Only owners and admins can change roles.

Removing Members

1. Go to Settings > Team
2. Find the member to remove
3. Click Remove
4. Confirm removal

What happens:

• Member loses access immediately
• Their data remains (generations, etc.)
• They receive a notification email
• They can be re-invited later

Pending Invitations

Managing Invitations

View pending invitations at Settings > Team > Pending:

• See all outstanding invites
• Check invitation status
• Resend or cancel invitations

Resending Invitations

If an invitation expires or wasn't received:

1. Find the pending invitation
2. Click Resend
3. New email sent with fresh link

Canceling Invitations

To revoke a pending invitation:

1. Find the pending invitation
2. Click Cancel
3. Link becomes invalid

Transferring Ownership

When to Transfer

• Leaving the organization
• Changing leadership
• Account consolidation

How to Transfer

1. Go to Settings > Team
2. Click Transfer Ownership
3. Select new owner (must be current admin)
4. Enter your password to confirm
5. Ownership transfers immediately

After Transfer:

• You become an Admin
• New owner has full control
• Billing transfers to new owner

Best Practices

Security

Team Organization

1. Assign clear roles - Match role to responsibility
2. Limit admin count - 2-3 admins per organization
3. Document access - Keep records of who has access
4. Regular audits - Review membership quarterly

Onboarding New Members

1. Send welcome message with:

   • Quick start resources
   • Key features to explore
   • Team contacts for help

2. Set up:

   • Appropriate role
   • Relevant notifications
   • Shared resources access

Multi-Organization Support

Belonging to Multiple Organizations

Users can belong to multiple organizations:

• Separate workspaces
• Different billing
• Independent resources

Switching Organizations

1. Click organization name in header
2. Select different organization
3. Context switches to that org

Creating Additional Organizations

1. Click organization dropdown
2. Select Create Organization
3. Enter new organization details
4. Invite members as needed

Troubleshooting

Invitation Issues

"Invitation expired"

• Request a new invitation from an admin
• Links expire after 7 days

"Email not received"

• Check spam/junk folder
• Verify email address is correct
• Ask admin to resend

"Already in another organization"

• You can join multiple organizations
• Accept invitation to add it to your account

Access Issues

"Cannot access feature"

• Check your role permissions
• Contact an admin for access

"Cannot see team settings"

• Only admins and owners see team management
• Ask an admin for help

Role Change Issues

"Cannot change to Owner"

• Only current owner can transfer ownership
• Ownership must be transferred, not assigned

"Cannot remove Owner"

• Owner must transfer ownership first
• Then they can leave or be removed

API Access for Teams

Team API Keys

• API keys are organization-scoped
• All team members share usage limits
• Admins can create/revoke keys

Individual vs Team Keys

Key Naming Convention

Recommended naming:

[environment]-[purpose]-[owner]
production-api-main
staging-testing-john
development-local-jane

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