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Team Collaboration Overview

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Overview

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Team Features

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Team Members

• Invite colleagues via email
• Assign roles and permissions
• Track member activity
• Manage member status
• Remove members when needed

• Name and email
• Profile picture
• Role and permissions
• Join date
• Last active
• Links created count

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Inviting Team Members

1. Navigate to Team Settings:
   • Go to Dashboard → Team
   • Or Settings → Team Members
2. Click Invite:
   • Click Invite Member or + Add Member
   • Enter email address
   • Assign role
   • Set permissions
   • Send invitation
3. Member Receives Invitation:
   • Email invitation sent
   • Click link to accept
   • Create account or log in
   • Join workspace
4. Track Invitation Status:
   • Pending: Invitation sent, not accepted
   • Active: Member joined and active
   • Declined: Member declined invitation
   • Inactive: Member deactivated

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Member Status

• Invitation sent but not accepted
• Cannot access workspace yet
• Resend invitation if needed
• Cancel invitation if needed

• Full access to workspace
• Creating and managing links
• Contributing to campaigns
• Full collaboration

• Temporarily disabled access
• Preserves historical data
• Can be reactivated
• No workspace access

• Member declined invitation
• Can be re-invited
• No access granted

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Roles and Permissions

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Role Types

• Full access to all features
• Manage team members
• Configure workspace settings
• Manage billing
• Delete links and campaigns
• Access all projects

• Create and manage links
• View all team links
• Manage templates and parameters
• View analytics
• Cannot manage team members
• Cannot access billing

• Create and manage own links
• View shared links (based on settings)
• Use templates
• View own analytics
• Limited administrative access

• View-only access
• See links and analytics
• Cannot create or edit links
• Cannot change settings
• Good for stakeholders and clients

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Custom Roles

• Create links
• Edit own links
• Edit any link
• Delete own links
• Delete any link
• View all links

• Create templates
• Edit templates
• Delete templates
• Manage parameters

• View own link analytics
• View all link analytics
• Export data
• View real-time data

• Manage workspace settings
• Manage integrations
• Configure UTM rules
• Manage link shorteners

• Invite members
• Edit member roles
• Remove members
• View activity log

Role: Content Creator
Permissions:
- ✅ Create links
- ✅ Edit own links
- ✅ Use templates
- ✅ View own analytics
- ❌ Delete links
- ❌ Manage team
- ❌ Access settings

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Workspaces and Projects

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Workspaces

• Top-level organization
• Contains multiple projects
• Team members belong to workspace
• Shared settings and billing

• Company workspace
• Agency workspace (one per agency)
• Department workspace

• Multiple projects
• Team member management
• Centralized billing
• Shared resources

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Projects

• Sub-level within workspace
• Campaign or client grouping
• Project-specific settings
• Links belong to projects

• Client projects (for agencies)
• Campaign projects
• Product line projects
• Regional projects

• Project-specific links
• Custom UTM rules
• Default link shortener
• Folder organization
• Team member assignment

Workspace: Acme Marketing Agency
├── Project: Client A - Fashion Brand
│   ├── Team: Designer, Content Manager
│   └── Links: Social media campaigns
├── Project: Client B - Tech Startup
│   ├── Team: Marketing Manager, Analyst
│   └── Links: Product launch campaigns
└── Project: Internal Marketing
    ├── Team: Full team
    └── Links: Agency promotion

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Switching Workspaces and Projects

• Located in sidebar or header
• Click to see available workspaces
• Select to switch
• View member count

• Dropdown in header or sidebar
• Shows all projects you have access to
• Switch between projects
• View project stats

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Team Activity Tracking

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Activity Log

• Link created
• Link edited
• Link deleted
• Template created/edited
• Parameter added
• Member invited
• Settings changed
• Integrations configured

• Who performed the action
• What action was taken
• When it occurred
• Which link/resource affected
• Previous vs. new values (for edits)

1. Navigate to Team → Activity or Activity Log
2. See chronological list of actions
3. Filter by:
   • Team member
   • Action type
   • Date range
   • Project
   • Resource type

• Audit team actions
• Track changes to links
• Identify who created what
• Troubleshoot issues
• Compliance and accountability

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Member Performance

• Links created by member
• Templates created
• Links edited
• Click performance of member’s links
• Activity level

• Performance reviews
• Workload balancing
• Recognizing top performers
• Training opportunities

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Team Best Practices

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Onboarding New Members

1. ✅ Send invitation with welcome message
2. ✅ Assign appropriate role
3. ✅ Share team documentation and standards
4. ✅ Provide access to relevant projects
5. ✅ Introduce UTM naming conventions
6. ✅ Share templates library
7. ✅ Schedule training session
8. ✅ Assign onboarding buddy

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Communication

• UTM naming conventions
• Folder organization strategy
• Tag usage guidelines
• Template usage guide
• Link creation workflow

• Weekly team syncs
• Monthly performance reviews
• Quarterly planning sessions
• Ad-hoc troubleshooting

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Organization

• Clear folder hierarchy
• Consistent naming
• Archive old campaigns
• Document folder purposes

• Define tag meanings
• Consistent application
• Color code standards
• Team training

• Maintain template quality
• Regular template audits
• Document template usage
• Retire obsolete templates

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Access Control

• Grant minimum necessary permissions
• Use custom roles effectively
• Regular permission audits
• Remove access when no longer needed

• Strong password requirements
• Enable 2FA (if available)
• Regular security training
• Monitor suspicious activity

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Collaboration Workflows

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Campaign Creation Workflow

1. Planning (Manager):
   • Create project or folder
   • Define campaign goals
   • Set up UTM template
2. Execution (Members):
   • Create links using template
   • Add to designated folder
   • Tag appropriately
   • Add notes for context
3. Review (Manager):
   • Check link consistency
   • Verify UTM parameters
   • Approve links
4. Launch (Members):
   • Distribute links
   • Monitor performance
   • Report issues
5. Analysis (Analyst/Manager):
   • Review analytics
   • Generate reports
   • Share insights
   • Optimize

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Agency Client Management

1. Create Client Project:
   • New project per client
   • Client name in project name
   • Client-specific settings
2. Assign Team:
   • Account manager
   • Specialist (PPC, Social, etc.)
   • Analyst
   • Set permissions
3. Organize Resources:
   • Client-specific templates
   • Folder structure
   • UTM rules
   • Link shortener (client domain)
4. Reporting:
   • Scheduled reports
   • Client dashboard access (viewer role)
   • Regular check-ins

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Team Analytics

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Team Performance Metrics

• Total links created by team
• Total clicks across team
• Conversion performance
• Team velocity (links/week)

• Links created per member
• Click performance
• Template usage
• Activity level

• Performance by project
• Team efficiency by project
• Project ROI
• Resource allocation

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Leaderboards (If Available)

• Top link creators
• Most clicks generated
• Best conversion rates
• Most active members

• Friendly competition
• Recognition
• Identifying best practices
• Training opportunities

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Managing Team Size

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Small Teams (2-5 members)

• Flat hierarchy
• Everyone has similar permissions
• Shared responsibility
• Informal communication

• Simple folder structure
• Fewer templates
• Open collaboration
• Regular check-ins

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Medium Teams (6-20 members)

• Defined roles (Admin, Managers, Members)
• Project-based organization
• Specialized responsibilities
• Structured communication

• Clear folder hierarchy
• Well-maintained templates
• Regular team meetings
• Documentation important

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Large Teams (20+ members)

• Multiple workspaces or projects
• Hierarchical roles
• Department-based organization
• Formal processes

• Comprehensive documentation
• Extensive template library
• Strict UTM rules
• Regular training
• Dedicated administrators

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Removing Team Members

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Offboarding Process

1. Prepare for Removal:
   • Identify links/resources owned by member
   • Reassign ownership if needed
   • Document their work
   • Export any necessary data
2. Remove Access:
   • Go to Team settings
   • Find team member
   • Click Remove or Deactivate
   • Confirm removal
3. Options:
   • Delete: Completely remove (not recommended)
   • Deactivate: Preserve data, remove access (recommended)
4. After Removal:
   • Links created remain (attributed to member)
   • Analytics data preserved
   • Activity log maintains history
   • Can reactivate if needed

• Links remain active
• Analytics continue tracking
• Ownership can be transferred
• Historical data preserved

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Security and Privacy

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Data Access

• Links they have permission to view
• Project analytics (based on role)
• Team member info (limited)
• Activity relevant to them

• Billing information (unless admin)
• Other projects without access
• Personal data of other members
• Sensitive settings (unless admin)

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Audit Trail

• All team actions logged
• Immutable activity history
• Compliance support
• Security monitoring

• Activity log retention (varies by plan)
• Export logs for long-term storage
• Audit support

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Related Documentation

• Roles and Permissions
• Inviting Team Members
• Activity Tracking
• Workspaces and Projects
• Team Settings

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