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Teams & Access

Teams & Access Management - Complete Guide

Collaborate with your team by inviting members, managing permissions, and switching between multiple teams.

Overview

Teams allow you to collaborate with colleagues and manage resources together. Invite team members, control access, and switch between multiple teams seamlessly.

Access Paths:

  • Team Members: /dashboard/teams/members
  • Pending Invitations: /dashboard/teams/invites
  • My Teams: /dashboard/teams/all

Team Members

Viewing Team Members

Navigate to /dashboard/teams/members to see your current team.

Team Members List

Each member displays:

  • Name - Full name of the team member
  • Email - Email address
  • Role - Permission level:
    • 👑 Owner - Full access, can delete team
    • 🔧 Admin - Manage members and resources
    • 👤 Member - View and use resources
    • 👁️ Viewer - Read-only access
  • Status - Account state:
    • ✅ Active - Member can access team
    • ⏳ Pending - Invitation not yet accepted
    • ❌ Inactive - Access suspended
  • Joined Date - When they joined the team

Page Header

  • Shows current team name
  • Displays total member count
  • Invite Member button (if you have permission)

Only Owners and Admins can invite new members and manage team access.

Inviting Team Members

Click Invite Member

Click the Invite Member button in the top right.

Enter Member Details

Email Address

  • Enter the email of the person you want to invite
  • Must be a valid email format
  • They’ll receive an invitation email

Select Role

Choose the appropriate permission level:

Owner 👑

  • Full control over team
  • Can delete the team
  • Manage billing
  • Invite/remove members
  • Access all resources

Admin 🔧

  • Manage team members
  • Create and delete resources
  • Configure services
  • View billing (cannot modify)
  • Cannot delete team

Member 👤

  • Create and manage own resources
  • View team resources
  • Deploy applications
  • Cannot manage team members
  • Cannot access billing

Viewer 👁️

  • Read-only access
  • View resources and configurations
  • Cannot create or modify anything
  • Cannot access billing
  • Good for stakeholders and auditors

Be careful when assigning Owner role. Owners have full control including the ability to delete the team.

Add Personal Message (Optional)

  • Include a custom message with the invitation
  • Explain why you’re inviting them
  • Provide context about the team

Send Invitation

Click Send Invitation to send the email.

What Happens Next

  1. Invitation email is sent
  2. Member appears in list with “Pending” status
  3. They receive email with accept link
  4. Once accepted, status changes to “Active”

Invitation Expiry

  • Invitations expire after 7 days
  • Resend if expired
  • Member must have ScaleNodes account (or create one)

Managing Team Members

Viewing Member Details

Click on any team member to see:

  • Full profile information
  • Resources they’ve created
  • Recent activity
  • Permission level

Changing Member Roles

Select Member

Click on the member whose role you want to change.

Click Edit Role

Find the role dropdown or edit button.

Select New Role

Choose the new permission level from the dropdown.

Confirm Change

Click Save or Update to apply the change.

Important

  • Changes take effect immediately
  • Member is notified of role change
  • They may need to refresh their dashboard

Removing Team Members

Select Member

Click on the member you want to remove.

Click Remove

Find the Remove Member or trash icon button.

Confirm Removal

A confirmation dialog appears - confirm the action.

What Happens

  • Member loses access immediately
  • Their created resources remain (owned by team)
  • They’re notified via email
  • They can be re-invited later

Removing a member doesn’t delete their created resources. Resources remain with the team.

Pending Invitations

Viewing Your Invitations

Navigate to /dashboard/teams/invites to see invitations you’ve received.

Invitation Cards

Each invitation shows:

  • Team Name - Which team invited you
  • Invited By - Name and email of person who sent invitation
  • Role - What permission level you’ll have
  • Sent Date - When the invitation was sent
  • Expires - When the invitation expires

Actions

  • Accept - Join the team
  • Decline - Reject the invitation

Accepting an Invitation

Review Invitation

Check the team name, role, and who invited you.

Click Accept

Click the Accept button on the invitation card.

Confirm

A confirmation dialog may appear - confirm you want to join.

What Happens

  • You’re added to the team immediately
  • Invitation is removed from your list
  • You can now switch to this team
  • You receive a welcome email

Declining an Invitation

Click Decline

Click the Decline button on the invitation card.

Confirm

Confirm you want to decline the invitation.

What Happens

  • Invitation is removed from your list
  • Team owner is notified
  • You won’t be added to the team
  • You can be invited again later

You can accept invitations from multiple teams and switch between them anytime.

My Teams

Viewing All Your Teams

Navigate to /dashboard/teams/all to see all teams you’re a member of.

Team Cards

Each team displays:

  • Team Name - Name of the team
  • Your Role - Your permission level in this team
  • Members - Total member count
  • Resources - Number of active resources
  • Current - Badge if this is your active team

Actions

  • Switch - Make this your active team
  • Leave - Remove yourself from the team (if not owner)

Switching Teams

Select Team

Find the team you want to switch to.

Click Switch

Click the Switch or Activate button.

Dashboard Reloads

The dashboard refreshes with the new team’s resources.

What Changes

  • All resources shown are from the new team
  • Billing shows the new team’s usage
  • Team members list shows new team
  • Sidebar updates with team context

Switching teams is instant. You can switch back anytime without losing any data.

Creating a New Team

Click Create Team

Click the Create New Team button.

Enter Team Name

Team Name

  • Choose a descriptive name
  • Example: “Acme Corp Production”, “Personal Projects”
  • Can be changed later

Team Slug (optional)

  • URL-friendly identifier
  • Auto-generated from name if not provided
  • Must be unique across ScaleNodes

Set Initial Settings

Default Role for New Members

  • Choose default role for future invitations
  • Can be changed per invitation

Billing Email (optional)

  • Email for billing notifications
  • Defaults to your email

Create Team

Click Create Team to finalize.

What Happens

  • New team is created
  • You’re set as Owner
  • Team is now your active team
  • You can start inviting members

Team Roles & Permissions

Permission Matrix

ActionOwnerAdminMemberViewer
View resources✅✅✅✅
Create resources✅✅✅❌
Edit own resources✅✅✅❌
Edit team resources✅✅⚠️❌
Delete resources✅✅⚠️❌
Invite members✅✅❌❌
Remove members✅✅❌❌
Change roles✅✅❌❌
View billing✅✅❌❌
Manage billing✅❌❌❌
Delete team✅❌❌❌

⚠️ = Limited (only resources they created)

Role Recommendations

Owner

  • Assign to: Company founders, CTOs, team leads
  • Use for: People who need full control
  • Limit to: 1-2 people per team

Admin

  • Assign to: Senior developers, DevOps engineers
  • Use for: Day-to-day team management
  • Limit to: 2-5 people per team

Member

  • Assign to: Developers, engineers
  • Use for: People who deploy and manage services
  • Most common role

Viewer

  • Assign to: Stakeholders, managers, auditors
  • Use for: People who need visibility only
  • Good for: Non-technical team members

Common Workflows

Onboarding a New Developer

Invite Member

  1. Go to Team Members
  2. Click Invite Member
  3. Enter their email
  4. Select Member role
  5. Add welcome message
  6. Send invitation

They Accept

  1. They receive email
  2. Click accept link
  3. Create account (if needed)
  4. Join your team

Grant Access

  1. Add them to relevant projects
  2. Share environment variables
  3. Give access to repositories
  4. Provide documentation

Verify

Check they can see and deploy resources.

Setting Up a Client Team

Create Separate Team

  1. Go to My Teams
  2. Click Create New Team
  3. Name: “Client - [Company Name]”
  4. Create team

Invite Client Members

  1. Invite with Viewer role
  2. They can see resources
  3. Cannot modify anything
  4. Good for transparency

Deploy Client Resources

  1. Switch to client team
  2. Deploy their applications
  3. Configure domains
  4. Set up monitoring

Manage Separately

Keep client resources isolated from your main team.

Offboarding a Team Member

Review Their Resources

  1. Check what they created
  2. Transfer ownership if needed
  3. Document access they had

Remove Access

  1. Go to Team Members
  2. Find their profile
  3. Click Remove Member
  4. Confirm removal

Revoke External Access

  1. Rotate shared passwords
  2. Remove from GitHub/GitLab
  3. Revoke API keys they had
  4. Update team documentation

Verify

Ensure they can no longer access the dashboard.

Best Practices

Team Structure

  • ✅ Use descriptive team names
  • ✅ Separate production and development teams
  • ✅ Create client-specific teams
  • ✅ Keep teams focused and organized
  • ✅ Document team purpose and members

Access Control

  • ✅ Follow principle of least privilege
  • ✅ Review member access quarterly
  • ✅ Remove inactive members promptly
  • ✅ Use Viewer role for non-technical stakeholders
  • ✅ Limit Owner role to 1-2 people

Invitations

  • ✅ Include context in invitation messages
  • ✅ Verify email addresses before sending
  • ✅ Set appropriate roles from the start
  • ✅ Follow up on pending invitations
  • ✅ Resend expired invitations promptly

Team Management

  • ✅ Regular access audits
  • ✅ Document team member responsibilities
  • ✅ Communicate role changes
  • ✅ Keep contact information updated
  • ✅ Use team naming conventions

Security

  • ✅ Enable 2FA for all team members
  • ✅ Review team access logs
  • ✅ Rotate shared credentials regularly
  • ✅ Remove members immediately when they leave
  • ✅ Use separate teams for different security levels

Troubleshooting

Invitation Not Received

Symptoms: Team member didn’t get invitation email

Solutions:

  1. Check spam/junk folder
  2. Verify email address is correct
  3. Resend invitation
  4. Try different email address
  5. Check email service isn’t blocking

Cannot Remove Member

Symptoms: Remove button is disabled or fails

Solutions:

  1. Verify you have Owner or Admin role
  2. Cannot remove yourself if you’re the only Owner
  3. Transfer ownership first if needed
  4. Check member isn’t currently deploying
  5. Contact support if issue persists

Wrong Team Active

Symptoms: Seeing wrong team’s resources

Solutions:

  1. Go to My Teams
  2. Click Switch on correct team
  3. Dashboard will reload
  4. Verify team name in header
  5. Refresh browser if needed

Cannot Accept Invitation

Symptoms: Accept button doesn’t work or shows error

Solutions:

  1. Check invitation hasn’t expired
  2. Verify you’re logged in
  3. Try different browser
  4. Clear cache and cookies
  5. Ask inviter to resend

Member Has Wrong Permissions

Symptoms: Member can’t access expected features

Solutions:

  1. Verify their role is correct
  2. Check they’re in the right team
  3. Have them refresh dashboard
  4. Log out and log back in
  5. Update their role if needed

Team Limits

Free Tier

  • 1 team
  • 3 members per team
  • Basic roles (Owner, Member)

Pro Tier

  • 5 teams
  • 10 members per team
  • All roles available
  • Priority support

Enterprise Tier

  • Unlimited teams
  • Unlimited members
  • Custom roles
  • SSO integration
  • Dedicated support

Need more teams or members? Upgrade your plan or contact sales for enterprise options.

Next Steps

Need help setting up team permissions or managing access? Contact our support team.

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