Spaces Team Initial Setup Guide

Before you start

You do not need to be a technical administrator. Have the team name, a list of the people who should join and the work email address each person will use.

• Know who bought the Team plan. This person is the billing owner and has access to billing and named reports.
• Choose one or two team admins who can help manage members and Team Boards.
• Have one member available to test the normal experience before you invite everyone.
• Keep a note of any older email addresses used with Collab365.

Open the right team

The Team area is your control centre. It brings members, seats, shared Team Boards and reporting together in one place.

1. 1.Sign in to Spaces with your own account.
2. 2.Select Team from the main navigation, or Manage Team from the account menu.
3. 3.If you belong to more than one team, choose the team you want to manage.
4. 4.Check the team name and member count at the top before making changes.

Check who is already there

Open Team → Members. You may see three groups: people already in the team, invitations waiting to be accepted and people carried over from a previous Collab365 team.

• Keep active members who still need team access.
• Revoke invitations that were sent by mistake or are no longer needed.
• Invite the right people from the “From your previous team” list.
• Ask internally before removing a name you do not recognise.

Invite the people who are missing

Inviting by email keeps access tied to the right person. Only the invited email address can join, even if the invitation link is forwarded.

1. 1.Open Team → Members.
2. 2.Enter the person’s current work email address and select Add invite.
3. 3.Choose Email invite, or Copy link if you want to send the invitation in your own message.
4. 4.Ask the person to join with the same email address you invited.
5. 5.Once they accept, check that they appear as an active member.

Remove people who no longer need access

Keeping the member list tidy protects access and makes your seat count and reports easier to trust.

1. 1.Open Team → Members.
2. 2.Find the person and select Remove.
3. 3.Read the confirmation, then remove the member.
4. 4.Check that the seat is available for someone else.

Check the member experience

Every active member can open the public Spaces included in your Team plan. A Space is a focused area for a role or workplace problem, such as Power Apps, Copilot adoption or SharePoint administration.

• The member can see the team.
• The included Spaces open without asking them to buy access again.
• The course or Team Board you want them to start with opens.
• They know which email address to use each time.

Explain how progress works

Progress is saved against the account used to sign in. Courses update as lessons are completed, while briefings and Blueprints can be marked directly on a Board.

• Use My Courses to continue learning without searching for the course again.
• Use My Boards to see personal and assigned paths.
• Use the same account every time so progress stays in one place.
• If something looks wrong, send the email used, the course or Board name and a screenshot.

When Collab365 should step in

Most day-to-day tasks are self-service. Contact us when the change affects ownership, billing or an older account that needs checking.

• The billing owner has left and ownership needs to move.
• Old and new email addresses appear to belong to the same person.
• The seat limit or billing details look wrong.
• A member accepted the invitation but still cannot open an included Space.
• Progress is still wrong after you confirm the account and content involved.