Team Management

Overview

Team Management lets organization owners and admins control who has access to the organization and what they can do. From the Team settings page, you can invite new members, change roles, and respond to join requests.

Note: Team Management is available to Owners and Admins only. Members and Viewers can see the team list but cannot invite users or modify roles.

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Roles

AEO Optima uses a role-based access system with four levels:

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Inviting a Team Member

To invite someone to your organization:

1. Navigate to Settings > Team
2. Click Invite Member
3. Enter the person's email address
4. Select a role (Admin, Member, or Viewer)
5. Click Send Invitation

The invitation will be created and associated with that email address.

How Invitations Work

AEO Optima sends email invitations with a direct accept link. When you invite someone:

1. The invitation is created and linked to the invitee's email address
2. An email is sent to the invitee with a link to accept the invitation
3. When the invitee clicks the link, they are taken to an accept page where they can review the invitation details and accept or decline
4. If the invitee is not yet signed up, they will be prompted to create an account first
5. On acceptance, they are atomically added to your organization with the assigned role

Note: If the email doesn't arrive, the invitee can also log in to the platform and see pending invitations on their Dashboard.

What Happens After Inviting

• The invitation appears in the Pending Invitations list on your Team settings page
• The invitee receives an email with a direct accept link
• They can also see the invitation on their Dashboard after logging in
• They can accept to join your organization with the assigned role
• They can decline to dismiss the invitation
• Once accepted, they appear in your active team members list
• Invitations expire after 7 days if not acted upon

Invitation Limits

You can have multiple pending invitations at the same time. If an invitee does not accept within the expiration period, you can cancel the invitation from the Team settings page and resend it if needed.

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Changing a Member's Role

To change an existing team member's role:

1. Navigate to Settings > Team
2. Find the member in the team members table
3. Use the role dropdown next to their name
4. Select the new role

The change takes effect immediately. The member's access level is updated the next time they load a page.

Restrictions:

• You cannot change the Owner's role. Ownership can only be transferred, not demoted.
• Admins can change roles for Members and Viewers but cannot modify other Admins or the Owner.
• Only the Owner can promote a Member or Viewer to Admin.

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Handling Join Requests

In addition to invitations, users can discover your organization and submit a join request. This is useful when someone in your company finds the organization on their own rather than waiting for an invitation.

How Join Requests Work

1. A user searches for your organization during onboarding or from their account settings
2. They submit a join request
3. The request appears in the Pending Requests section on your Team settings page
4. An Owner or Admin reviews the request
5. Approve to add the user to the organization (you select their role upon approval)
6. Reject to decline the request

Managing Pending Requests

Pending join requests are displayed prominently in the Team settings page. Review them regularly to avoid keeping potential team members waiting.

Tip: If you expect multiple people from your organization to sign up, consider sending invitations proactively rather than relying on join requests. This ensures new members get the correct role from the start.

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Removing a Team Member

To remove someone from your organization:

1. Navigate to Settings > Team
2. Find the member in the team members table
3. Click the remove action

Removing a member revokes their access to all organization resources immediately. Their past contributions (snapshots, prompts, configurations) remain intact and are not deleted.

The Owner cannot be removed. To change the Owner, use the ownership transfer feature.

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Best Practices

• Use the principle of least privilege — Assign the Viewer role to stakeholders who only need to see reports. Use the Member role for team members who actively manage projects. Reserve Admin for those who need to manage settings and the team.
• Review your team list quarterly — Remove users who have left your organization to keep your access list clean.
• Send invitations with the right role — It is easier to invite someone with the correct role upfront than to remember to change it later.
• Check email delivery — If an invitee doesn't receive the email, verify the email address is correct and check spam folders. They can also log in to see the invitation on their Dashboard.