FAQ — team and collaboration

Common questions about team management, roles, collaboration, ownership. For role-specific details: see PRD-12 team-* cluster.

What's the max team size?

Depends on your plan tier. See /settings/team/billing for your current limit.

Higher plans = larger team caps. Enterprise: custom limits.

How do I add a team member?

/settings → Team → Members → Invite member.

See team-103 invite + manage members for full flow:

1. Enter email

2. Assign role

3. Send invite

4. Invitee confirms email + sets password

Member appears in team after confirmation.

What roles are available?

7 verified roles (per apps/backend/src/utils/roles.ts ROLE_LEVELS):

See team-101 role hierarchy.

Can a user belong to multiple teams?

Yes. Same user can be member of multiple Wevion teams. Switch teams via UI (top-right team switcher).

Each team has its own RBAC + data isolation. Cross-team data visibility: only via explicit sharing or admin-tier configuration.

How do I audit who did what?

/settings → Audit log (admin / owner role).

Shows:

• User

• Action (create, update, delete, toggle, share, etc.)

• Resource (campaign, rule, file, etc.)

• Timestamp

• IP + user agent

API: GET /api/v1/audit-logs (filterable).

See team-113 audit log.

What's impersonation?

super_admin / owner roles can impersonate other users via x-impersonate-user header. Used for:

• Debugging "what does this user see?"

• Support investigation

• Onboarding assistance

Original admin's user_session_id stored in request.adminUser for audit (impersonation is logged + traceable — never "anonymous").

How do I transfer team ownership?

Current owner: /settings → Team → Transfer ownership. Pick new owner from team. New owner accepts. Old owner becomes admin (or removed, depending on workflow).

See team-105 transfer ownership.

Note: only one owner per team at a time. Co-ownership not supported.

Can I have multiple admins?

Yes. Unlike owner (single per team), admin role can have multiple users. Recommended: at least 2 admins for redundancy (in case one is locked out / leaves).

What if I'm the solo owner and need someone else to take over?

Before departure: transfer ownership via the flow above.

If you're already gone / locked out: another admin can be promoted to owner only by current owner OR by Wevion support (identity-verified flow).

Always have a backup admin — solo-owner accounts are a single point of failure.

Can external collaborators access my account?

Two ways:

Wevion-internal (full access)

Invite them as a team member with appropriate role (typically viewer or mediabuyer depending on need).

Drive-only (Creative Hub sharing)

Share specific Creative Hub files / folders via Google Drive permissions (cross-link ch-105 share external). External users don't need Wevion account — they get Drive access only.

How do I limit a user's access to specific accounts / campaigns?

Currently:

• Role-based access (broad — by role)

• Per-team filter (assigned to specific accounts via team-104 if implemented)

Granular per-campaign restrictions: limited; coordinate via naming conventions (cross-link am-108) + tracker integration scoping.

Can teammates see my AI chat conversations?

Only if you explicitly share the session (per ai-106 projects + sessions).

Otherwise: AI chat sessions are private to you (and super_admin / owner for audit purposes).

What's owner fan-out for notifications?

If you're a team owner: you receive notifications for your team members' triggering actions (e.g. published campaigns, generated creatives) — with "Team: [memberName]" prefix.

This lets owners stay informed without polling each user's actions.

Owners can disable via preferences. See ntf-103.

Can I deactivate a team member without deleting them?

Currently: deactivation by removing from team → they lose access. Their history (created campaigns, audit log entries) preserved.

For temporary inactivity: ask the user to log out + not log back in (less surgical). Or change role to viewer (preserves access but read-only).

For full account deletion (GDPR): contact admin → support.

How do I see team activity at a glance?

• Audit log: full history of actions per user

• Owner notifications: real-time alerts on team actions (per owner fan-out)

• Members panel: list of team + roles + last-active timestamp

For deeper analytics on team performance: deferred (PRD-19 an-121 not implemented).

Can I copy a team setup to a new workspace?

No automated workspace cloning. Recommended workflow:

1. Set up new workspace

2. Invite same members with same roles

3. Recreate critical rules / templates manually

4. Migrate creatives via Drive (if Creative Hub is shared workspace-wise; otherwise re-upload)

For multi-workspace consistency: enterprise tier may include workspace cloning tooling. Contact sales.

Related

• Role hierarchy — all 7 roles defined

• Invite + manage members — add / remove team

• Transfer ownership — handover flow