Spaces Team Ongoing Management Guide

Use a simple management rhythm

Team administration stays light when you deal with small changes as they happen. A quick regular check keeps access secure, seats available and learning paths useful.

• When someone joins: invite them, check that they can get in and show them which Team Board to open first.
• When someone leaves: remove their team access and make sure the seat is ready to reuse.
• Each month: review members, waiting invitations, Board progress and paths that people are no longer using.
• Every few months: check the seat allowance, billing owner and Team Boards the team still needs.

Add a new starter

One secure invitation gives a new starter access to the team and its included Spaces. Point them to a Team Board as well, and they have a clear first route instead of a library to search through.

1. 1.Open Team → Members.
2. 2.Check that the person is not already active or waiting under another email address.
3. 3.Enter the work email address they will use and select Add invite.
4. 4.Choose Email invite, or Copy link if you want to send it in your own welcome message.
5. 5.Tell them which Team Board, Space or course to open first.

Remove a leaver

Removing a leaver closes the access supplied by your Team plan and frees the seat for someone else. It does not delete their personal Collab365 account or anything they bought separately.

1. 1.Open Team → Members.
2. 2.Find the person and select Remove.
3. 3.Read the confirmation and remove their team access.
4. 4.Check that the seat is available to reuse.

Check and change seats

The Team area shows how many seats are in use. Both active members and invitations waiting to be accepted reserve a seat, so check both before increasing your allowance.

• Revoke invitations that are no longer needed.
• Remove people only when they genuinely no longer need team access.
• The billing owner can review and change paid seats under Team → Settings.
• Contact Collab365 if an invoiced or older team shows the wrong allowance.

Create and maintain Team Boards

A Team Board turns useful courses, briefings and Blueprints into one shared path. Team admins shape the route once; every member can then follow it in their own account and at their own pace.

1. 1.Open Team → Boards and select New Team Board.
2. 2.Start with a blank Board, or copy an Official Board to get a proven route ready faster.
3. 3.Give the Board one clear outcome and keep the route as short as possible.
4. 4.Add, remove or reorder items, and explain why each one matters to the team.
5. 5.Tell the team which Board to use and when you would like it completed.

Design a Board people will finish

The best Boards feel like a guided route, not a list of links. Give people enough context to understand the goal, then move quickly into useful action.

• Start here: use one short item to explain the reason for the Board.
• Core path: include only the few essential items everyone needs.
• Apply it: add a task or Blueprint that turns learning into real work.
• Optional next steps: offer deeper material without slowing everybody down.
• Finish clearly: tell members what to do after the final item.

See where the team needs help

The billing owner—the person who owns or pays for the Team plan—can open Team → Reports for an overall view across members, courses and participation. This is different from the report inside an individual Team Board, which shows progress through that particular path.

• See who has not started, who is moving and who has completed.
• Open a member to understand their course progress before sending a useful reminder.
• Check course activity to see whether the issue affects one person or the wider route.
• Use Board reporting to find the first item where people begin to drop away.
• Treat completion as a helpful signal, not proof that behaviour at work has changed.

Improve a Board after launch

Reporting is most useful when it helps you improve the experience. If several people stop at the same place, fix the route before chasing individuals.

• Remove material that is no longer useful.
• Move difficult content later, once people have the right foundation.
• Add a clearer starting point or a more practical instruction.
• Split an overloaded Board into two shorter routes.
• Delete a Team Board when the shared route is no longer needed.

When Collab365 should step in

You can handle normal member, seat and Board changes yourself. Contact us when ownership, billing, older accounts or unexpected access need a closer look.

• Ownership needs to move to another person.
• The seat allowance or billing details look wrong.
• Old and new email addresses are splitting someone’s access or progress.
• A member still cannot open an included Space after the normal checks.
• Recorded progress still looks wrong after you confirm the account and content involved.