Organizations & Teams

7.1 Understanding Organizations

Organizations are team workspaces that allow multiple users to collaborate.

Organization Types:

  • Personal Workspace: Automatic, one per user (not a team)
  • Team Organization: Created by users (Studio/Enterprise plans)

Key Features:

  • Shared scripts and collections
  • Role-based permissions
  • Team member management
  • Organization-wide settings

7.2 Creating an Organization

  1. You must have a Studio or Enterprise plan
  2. Navigate to Organization → Create Organization
  3. Enter organization name
  4. You become the Admin (owner)
  5. Organization is created immediately

Edge Cases:

  • Free and Creator plans cannot create organizations
  • Organization names must be unique
  • You can be a member of multiple organizations
  • Personal workspace cannot be deleted or converted to team

7.3 Organization Roles

Admin (Owner)

  • Full control over organization
  • Can manage all members
  • Can change member roles
  • Can delete organization
  • Can transfer ownership
  • Can manage billing

Producer

  • Can create and edit scripts
  • Can manage collections
  • Can invite members (with seat limits)
  • Can manage team members (except admins)
  • Cannot delete organization
  • Cannot manage billing

Editor

  • Can create and edit scripts
  • Can manage collections
  • Cannot invite members
  • Cannot manage team
  • Cannot delete organization

Talent

  • Can view scripts shared with them
  • Can use teleprompter
  • Cannot create or edit scripts
  • Cannot manage collections
  • Free (doesn't count toward seats)

Edge Cases:

  • Only one Admin per organization (can transfer ownership)
  • Role changes take effect immediately
  • If you're the only Admin and you leave, organization may become inaccessible (transfer ownership first)

Progressive Trust Permission Model (V5)

EasyPrompter uses a "Progressive Trust" model that controls what content each role can see and share by default:

Visibility by Role:

| Role | Team Workspace Scripts | Shared Scripts | Personal Scripts | |------|----------------------|----------------|------------------| | Admin/Producer | ✅ All | ✅ All | ✅ Own only | | Editor | ❌ Hidden* | ✅ Only shared | ✅ Own only | | Talent | ❌ Hidden* | ✅ Only shared | ❌ Cannot create |

*Editors and Talent can only see team workspace content that has been explicitly shared with them or their system group.

External Sharing Powers:

| Role | Share via Email | Create Public Links | Share to External Organizations | |------|-----------------|--------------------|---------------------------------| | Admin | ✅ | ✅ | ✅ | | Producer | ✅ | ✅ | ✅ | | Editor | ❌ | ❌ | ❌ | | Talent | ❌ | ❌ | ❌ |

System Groups (Automatic):

When users are added to an organization, they are automatically placed in a system group based on their role:

  • All Producers: Contains Admins and Producers
  • All Editors: Contains Editors
  • All Talent: Contains Talent

These groups simplify sharing—share a script or collection with "All Editors" to instantly give access to all current and future Editors in the organization.

Edge Cases:

  • When a user's role changes, they are automatically moved to the appropriate system group
  • Individual shares are preserved when roles change (only group membership updates)
  • System groups are created automatically when the organization is created

7.4 Managing Team Members

Team members can be managed from two places:

  • Settings → Organization: Inline member management with quick actions
  • Organization → Team: Full team management page

Inline Member Management (Settings Page)

The Organization section in Settings displays your current team members with inline actions:

  1. Navigate to Settings → Organization
  2. View the Team Members section showing all current members
  3. For each member (except yourself), click the ⁝ (three-dot menu) for actions:
    • Change Role: Modify the member's role
    • Remove Member: Remove from organization

Changing a Member's Role:

  1. Click ⁝ menu next to the member
  2. Select "Change Role"
  3. In the dialog, select the new role from the dropdown:
    • Admin, Producer, Editor, or Talent
  4. Click "Update Role"
  5. Role changes take effect immediately

Removing a Member:

  1. Click ⁝ menu next to the member
  2. Select "Remove Member"
  3. Confirm the removal in the dialog
  4. Member loses access immediately

Managing Pending Invitations

Pending invitations are shown below the members list:

  1. View pending invitations with email and role
  2. Resend: Click the refresh icon to resend the invitation email
  3. Revoke: Click the ✕ icon to cancel the invitation

Edge Cases:

  • You cannot modify your own role
  • You cannot remove the last Admin
  • Pending invitations expire after 7 days
  • Invitation emails can be resent if not accepted

Inviting Members

  1. Navigate to Organization → Team or Settings → Organization
  2. Click "Invite Member"
  3. Enter email address
  4. Select role (Admin, Producer, Editor, or Talent)
  5. Click "Send Invitation"
  6. Invitation email is sent, and an invite link is displayed for sharing

Edge Cases:

  • Studio plans have seat limits (check available seats before inviting)
  • Talent role doesn't count toward seats (free)
  • If you're at seat limit, you must upgrade or remove members
  • Invitations expire after a set time (typically 7 days)

Accepting Invitations

  1. Click the invitation link in your email
  2. Sign up or sign in
  3. You're automatically added to the organization
  4. You're redirected to the organization

Edge Cases:

  • If invitation expires, request a new invitation
  • If you already have an account, you're added immediately
  • If you don't have an account, you must sign up first

Removing Members (Full Flow)

  1. Navigate to Organization → Team
  2. Find the member
  3. Click "Remove" or member menu
  4. Choose what to do with their scripts:
    • Transfer to another member: Select who receives scripts
    • Leave unchanged: Scripts remain but member loses access
  5. Confirm removal

Edge Cases:

  • You cannot remove the last Admin (transfer ownership first)
  • Removing a member frees a seat (if they were billable)
  • Removed members lose access immediately
  • Their scripts remain in organization (unless transferred)

Suspending Members

  1. Navigate to Organization → Team
  2. Find the member
  3. Click "Suspend"
  4. Member loses access but remains in organization
  5. Can be reactivated later

Edge Cases:

  • Suspended members don't count toward seats (frees a seat)
  • Suspended members cannot sign in to organization
  • Reactivation restores access and seat usage

7.5 Switching Organizations

Organization Switcher

  1. Click organization name in navigation
  2. See list of all organizations you belong to
  3. Click an organization to switch
  4. App reloads with new organization context

Edge Cases:

  • Switching organizations clears current script/collection view
  • Each organization has separate scripts and collections
  • Personal workspace appears in switcher (if you have one)
  • You can switch between organizations freely

7.6 Organization Settings

General Settings

  1. Navigate to Organization → Settings
  2. Edit organization name
  3. View organization details
  4. Manage organization preferences

Billing Settings (Admin Only)

  1. View current subscription
  2. Manage seats
  3. Update payment method (via Stripe portal)
  4. View billing history

Edge Cases:

  • Only Admins can access billing settings
  • Billing changes may take a few minutes to reflect
  • Payment failures can suspend organization access

7.7 Transferring Ownership

  1. Navigate to Organization → Team
  2. Find the member you want to make Admin
  3. Click member menu → "Transfer Ownership"
  4. Confirm transfer
  5. You become a Producer, they become Admin

Edge Cases:

  • Only current Admin can transfer ownership
  • Transfer is immediate and cannot be undone (unless new Admin transfers back)
  • You cannot transfer ownership to yourself

7.8 Deleting an Organization

  1. Navigate to Organization → Settings
  2. Scroll to "Danger Zone"
  3. Click "Delete Organization"
  4. Choose what to do with data:
    • Delete all scripts: Permanently delete everything
    • Transfer scripts: Transfer to another organization you own
    • Export data: Download scripts before deletion
  5. Confirm deletion
  6. Organization is permanently deleted

Edge Cases:

  • Only Admin can delete organization
  • Deletion cannot be undone
  • All members lose access immediately
  • Billing subscription is canceled automatically
  • Personal workspaces cannot be deleted