Team Management
Invite colleagues, assign roles, track activity, and manage workspace access.
Overview
Prognosis is built for collaboration. Every team workspace includes tools to invite colleagues, assign roles, track activity, and control who can access what. This guide covers everything you need to manage your team.
Viewing Team Members
To see who's on your team, open the Members page from the sidebar navigation in your team workspace.
The members table displays the following for each person:
- Name -- The member's display name, with a "You" badge next to your own entry
- Email -- The email address associated with their account
- Role -- Their assigned role (Owner, Admin, Member, or Viewer)
- Joined -- The date they joined the team
Members are sorted with the primary owner listed first, followed by the remaining members in order of role hierarchy. You can use the search bar to filter members by name or role.
Inviting New Members
How to Send Invitations
- Navigate to the Members page from the sidebar.
- Click the Invite Members button in the top-right corner. This button is only visible if you have permission to manage invitations.
- In the dialog that appears, enter the email address of the person you want to invite.
- Select a role for the new member from the dropdown (Admin, Member, or Viewer).
- To invite multiple people at once, click Add another -- you can send up to 5 invitations at a time.
- Click Send Invitations.
Each invitee receives an email with a unique invite link. When they click the link and sign in (or create an account), they are automatically added to your team with the assigned role.
Managing Pending Invitations
Pending invitations appear in a separate section below the members table on the Members page.
Each invitation displays:
- Email -- The invitee's email address
- Role -- The role they will receive upon joining
- Invited -- When the invitation was sent
- Expires -- When the invitation link will expire
- Status -- Either Active (green) or Expired (amber)
Invitation Actions
Click the actions menu (three dots) on any invitation row to:
- Update Role -- Change the assigned role before the invitee accepts (available for active invitations only)
- Renew Invitation -- Resend an expired invitation with a new expiration date
- Delete Invitation -- Cancel the invitation entirely
Roles and Permissions
Every team member is assigned one of four roles. Each role grants a different level of access to the workspace.
Permissions Matrix
| Permission | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| View trials and reports | Yes | Yes | Yes | Yes |
| Create and edit trials | Yes | Yes | Yes | -- |
| Manage team settings | Yes | Yes | -- | -- |
| Invite and manage members | Yes | Yes | -- | -- |
| Manage member roles | Yes | Yes | -- | -- |
| Manage billing | Yes | -- | -- | -- |
| Grant trial access to members | Yes | -- | -- | -- |
| Delete the organization | Yes | -- | -- | -- |
| Transfer ownership | Yes | -- | -- | -- |
Role Descriptions
- Owner -- Full control over the workspace, including billing, organization management, and the ability to grant or revoke trial access for specific members. Only one member is the primary owner at any time.
- Admin -- Can manage team settings, invite and remove members, and manage trials. Admins cannot access billing or delete the organization.
- Member -- Can create and edit their own trials, view shared trials, and collaborate with the team. Members cannot change settings or manage other users.
- Viewer -- Read-only access. Viewers can see trials and reports but cannot make any changes.
Hierarchy Rules
Roles follow a strict hierarchy: Owner > Admin > Member > Viewer. You can only manage members whose role is below yours in the hierarchy. For example, an Admin can change a Member's role or remove them, but cannot modify another Admin.
Managing Members
Updating a Member's Role
- On the Members page, find the member you want to update.
- Click the actions menu (three dots) on their row.
- Select Update Role.
- Choose the new role from the dropdown and confirm.
You can only assign roles that are below your own hierarchy level. The primary owner can assign any role.
Removing a Team Member
- On the Members page, click the actions menu on the member's row.
- Select Remove Member.
- Confirm the removal in the dialog that appears.
Once removed, the member immediately loses all access to the team workspace, its trials, and its data. This action cannot be undone -- to restore access, you would need to send a new invitation.
Transferring Ownership
Only the primary owner can transfer ownership to another team member.
- On the Members page, click the actions menu on the member you want to make the new owner.
- Select Transfer Ownership.
- Enter the verification code sent to your email to confirm the transfer.
After the transfer is complete, the selected member becomes the new primary owner with full control, and your role is adjusted accordingly. This is a significant action -- the verification step ensures it cannot happen accidentally.
Activity Log
The Activity page provides a complete audit trail of everything that happens in your team workspace.
Accessing the Activity Log
Click Activity in the sidebar navigation to open the activity feed.
What the Activity Log Tracks
- Trial changes -- Creation, editing, and deletion of trials
- Wizard step updates -- Changes to trial configuration across all wizard steps, with before-and-after values for modified fields
- Member changes -- When members are added, removed, or have their roles updated
- Settings updates -- Changes to team profile or access control settings
Using the Activity Log
- Activities are organized chronologically, grouped by date (Today, Yesterday, and so on).
- Each entry shows the user who performed the action, the operation type (Created, Updated, Deleted), and the specific fields that changed.
- Use the trial filter dropdown to narrow the feed to a specific trial.
- Scroll down or use pagination to view older entries.
- You can leave comments on activity entries to discuss changes with your team.
The activity log is especially useful for auditing -- if you need to know who changed a trial's configuration or when a member was added, you can find it here.
Workspace Switching
If you belong to multiple teams (or have a personal workspace alongside team workspaces), you can switch between them at any time.
How to Switch Workspaces
- Look for the account selector at the top of the sidebar.
- Click the dropdown to see all workspaces you have access to -- your personal account and any team accounts.
- Select the workspace you want to switch to.
The page updates immediately to show the selected workspace's trials, members, and settings. Your current workspace is always highlighted in the selector so you know where you are.
Personal vs. Team Workspaces
- Personal workspace -- Your individual space. Only you have access. Useful for personal trial drafts or exploration.
- Team workspace -- A shared space where multiple members collaborate. Access is governed by the roles and permissions described above.
You can create new trials in either workspace. Trials in a team workspace are visible to all team members (subject to any trial-level access controls set by the owner).