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Overview

SeggWat’s team management features allow you to collaborate with your colleagues on feedback collection and analysis. This guide walks you through inviting team members, managing roles, and organizing your team effectively.

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Setting Up Your Team

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Step 1: Navigate to Access Control

1

Open Settings

From your dashboard, click Settings in the sidebar.
2

Go to Access Control

Click the Access Control tab to view your current team members.

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Step 2: Invite Team Members

1

Click Invite Member

Click the Invite Member button at the top of the Access Control page.
2

Enter Email and Role

  • Email: Enter the email address of the person you want to invite
  • Role: Select either Member or Admin (Owners can only be promoted later)
3

Send Invitation

Click Send Invitation. The invitee will receive:
  • An email with an invitation link
  • An in-app notification (if they already have an account)
4

Track Invitation Status

The invitation will appear in your team list with a “Pending” status until accepted.
Invitations expire after 7 days. You can resend expired invitations from the Access Control page.

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Understanding Roles

Before inviting team members, understand which role fits their responsibilities:

Member

Best for:
  • Support agents
  • Contractors
  • Part-time helpers
Can:
  • View feedback
  • Create feedback manually

Admin

Best for:
  • Team leads
  • Product managers
  • Engineers
Can:
  • Manage projects
  • Invite members
  • Create API keys

Owner

Best for:
  • Founders
  • CTOs
  • Finance team
Can:
  • Manage billing
  • Delete organization
  • Everything Admins can do
See the complete Roles & Permissions documentation for detailed capabilities.

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Managing Invitations

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Viewing Pending Invitations

Your Access Control page shows all team members and pending invitations with their status:
StatusIconMeaning
Active✅Member has joined and is active
Pending⏳Invitation sent, awaiting acceptance
Expired❌Invitation expired after 7 days

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Resending Invitations

If someone didn’t receive or missed the invitation email:
  1. Find the invitation in the Access Control page (it will show “Pending” or “Expired”)
  2. Click the Resend button next to their email
  3. A new invitation email will be sent with a fresh 7-day expiration

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Deleting Invitations

To cancel a pending invitation:
  1. Find the invitation in the Access Control page
  2. Click the Delete button (trash icon)
  3. Confirm the deletion
This is useful if you invited the wrong email address or the person no longer needs access.

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Changing Member Roles

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When to Change Roles

Common scenarios:
  • Promotion: Member becomes team lead → promote to Admin
  • Temporary elevation: Need someone to help with API integration → temporarily promote to Admin
  • Demotion: Admin role no longer needed → demote to Member
  • Ownership transfer: Founder leaving → promote another member to Owner first

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How to Change Roles

1

Locate the Member

Go to Settings → Access Control and find the member in the list.
2

Click Role Dropdown

Click the role dropdown next to their name (shows current role).
3

Select New Role

Choose the new role from the dropdown:
  • Member
  • Admin
  • Owner (only visible if you’re an Owner)
4

Confirm Change

The role change takes effect immediately. The member will see their new permissions the next time they refresh.
Role Change Limitations:
  • You cannot change your own role
  • Admins can only change roles between Member and Admin
  • Only Owners can promote someone to Owner
  • You cannot demote yourself from Owner if you’re the last one

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Removing Team Members

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When to Remove Members

  • Employee/contractor has left the company
  • External partner’s project is complete
  • Account security (e.g., suspicious activity)
  • Regular access audit cleanup

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How to Remove Members

1

Navigate to Access Control

Go to Settings → Access Control.
2

Find the Member

Locate the member you want to remove in the team list.
3

Click Remove

Click the Remove button (trash icon) next to their name.
4

Confirm Removal

Confirm the removal in the dialog. This action cannot be undone (but you can re-invite them).
Who Can Remove Whom:
Your RoleCan Remove
OwnerEveryone (except yourself if last Owner)
AdminMembers only
MemberNobody

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What Happens After Removal

  • Member immediately loses access to the organization
  • They can no longer view projects or feedback
  • Their previous contributions remain (feedback, comments, etc.)
  • You can re-invite them later if needed

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Team Organization Best Practices

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Start Small, Scale Up

1

Begin with Owners

Start with 2-3 Owners (founders, key stakeholders).
2

Add Admins

Promote team leads and product managers to Admin as needed.
3

Invite Members

Add support staff, contractors, and viewers as Members.
4

Review Quarterly

Every 3 months, audit your team and remove inactive members.

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Role Assignment Guidelines

Recommended structure:
  • 2 Owners (co-founders)
  • 1-2 Admins (lead developer, product manager)
  • Rest as Members
Why: Small teams need flexibility. Keep most people as Members and promote to Admin only when needed.

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Security Best Practices

Always invite team members using their work email addresses, not personal emails. This makes it easier to track who has access and revoke it when they leave the company.
Set a recurring calendar reminder (quarterly) to review team members:
  • Remove departed employees
  • Demote members who no longer need elevated access
  • Check for unused invitations
Give people the minimum role needed for their job:
  • Default to Member unless they need to manage projects
  • Use Admin for project/team management only
  • Reserve Owner for billing and critical operations
Keep a spreadsheet or doc tracking:
  • Who has which role and why
  • When roles were granted
  • Review dates for temporary elevated access
When someone leaves:
  1. Remove them from the organization
  2. Revoke any API keys they created
  3. Update project ownership if needed
  4. Document the removal date

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Common Team Workflows

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Onboarding a New Team Member

1

Prepare Access

  • Determine their role (usually start with Member)
  • List projects they need access to
2

Send Invitation

  • Go to Settings → Access Control
  • Click Invite Member
  • Enter their work email and select role
3

Share Documentation

Send them:
  • Link to Quickstart Guide
  • Link to your organization’s feedback guidelines
  • Any project-specific context
4

Follow Up

  • Ensure they accepted the invitation within 7 days
  • Check if they need elevated access after a trial period

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Managing Contractors

Approach: Invite as Member with clear end date
1. Invite as Member
2. Set calendar reminder for end date
3. Remove access when contract ends
4. Keep invitation available for re-invite if needed
Approach: Treat as regular team members
1. Invite as Member initially
2. Promote to Admin if they need project management
3. Include in quarterly access reviews
4. Ensure contract has clear access termination clause
Approach: Use API keys instead of user accounts
1. Create API key labeled with partner name
2. Share key securely (not via email)
3. Set reminder to revoke when partnership ends
4. Monitor "Last Used" timestamp monthly
Why: API keys are easier to revoke and don’t give partner access to your dashboard UI.

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Handling Team Growth

As your team grows, here’s how to maintain organization:
Team SizeAction
5 → 10 membersCreate clear role documentation. Promote first Admin.
10 → 25 membersImplement quarterly access reviews. Document role change process.
25 → 50 membersAdd multiple Admins. Consider API keys for systems instead of user accounts.
50+ membersEstablish formal onboarding/offboarding process. Audit access monthly.

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Troubleshooting

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Member Didn’t Receive Invitation Email

  1. Check spam folder - Ask them to check spam/junk
  2. Verify email address - Confirm you entered it correctly
  3. Resend invitation - Click Resend in Access Control
  4. Check email deliverability - If multiple people aren’t receiving emails, contact support

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Cannot Remove Last Owner

Problem: You’re trying to remove or demote the last Owner. Solution:
  1. First promote another trusted member to Owner
  2. Then remove or demote the original Owner
  3. SeggWat requires at least one Owner for organization continuity

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Invitation Shows as Expired

Problem: Invitation expired after 7 days. Solution:
  1. Click Resend next to the expired invitation
  2. This creates a new invitation with a fresh 7-day expiration
  3. Ask the invitee to accept it promptly

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Member Has Wrong Role

Problem: Someone was invited with the wrong role. Solution:
  1. Wait for them to accept the invitation (can’t change pending role)
  2. Once accepted, change their role via the dropdown
  3. Or delete the pending invitation and send a new one with correct role

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Advanced: API Key Team Management

For programmatic access, use API keys instead of user accounts:

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When to Use API Keys vs User Accounts

Use CaseRecommendation
Human team member✅ User account (Member/Admin/Owner)
Automated service✅ API key
CI/CD pipeline✅ API key
External partner view-only✅ API key
External partner needs dashboard❌ User account (Member)

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Managing API Keys for Teams

1

Create Labeled Keys

Always add a descriptive label:
  • ✅ “Production API Server - John’s Project”
  • ✅ “GitHub Actions CI/CD”
  • ❌ “Key 1”
2

Track Ownership

Document who created each key in your team wiki or project docs.
3

Regular Rotation

Rotate keys every 90 days for production environments:
  1. Create new key with updated label “(Rotated 2025-01-15)”
  2. Update application with new key
  3. Revoke old key after confirming new one works
4

Monitor Usage

Check “Last Used” timestamp monthly. Revoke keys unused for 30+ days.

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Next Steps

Roles & Permissions

Detailed breakdown of what each role can do

API Integration

Set up programmatic access with API keys

Settings

Manage organization and project settings

Security Best Practices

Secure your organization and API keys