> ## Documentation Index > Fetch the complete documentation index at: https://docs.saphion.co.uk/llms.txt > Use this file to discover all available pages before exploring further. # Teams and Permissions > Group people into teams, create Permissions that give people powers, fill the roles on a Project, and see what a person can do. A **team** groups the people who work together, and a **Permission** is a named set of powers, such as inviting people or seeing everyone's work. Both live on the **Members** page, in its **Teams** and **Permissions** tabs. Use them to let a team lead see their people's work, or a coordinator invite colleagues, without making anyone an Admin. A Project also has **roles**, such as Project lead, which you fill on its **Team** tab. See [Roles on a Project](#roles-on-a-project). Inviting and deactivating people is on [Invite and manage people](https://docs.saphion.co.uk/admin/members-and-roles.md). > [!NOTE] > > Everyone can open the Members page, and Organisation Admins manage it. Only an Admin can create, change, give or hide a Permission. ## Create a team A team groups the people who work together, with the Projects and Actions they own. Teams are flat, so they have no manager. **1. Open the Teams tab** Teams appear as cards with the team's description, its number of members and its number of Projects. **2. Choose New team** Only an Admin can create or delete a team. For everyone else the button is unavailable and gives the reason. **3. Fill in the team** Enter a **Team name**, and optionally **What does this team own?** (up to 280 characters), an icon and a colour. Add **Members** from your Organisation. You stay in the team as its owner. **4. Choose Create team** The team's page opens. ### Manage a team A team's page shows its Projects, Actions, members and activity, with **Edit team** and **Add members**. Admins see every team's page. A Member sees the teams they are in or own. The **⋯** menu offers **View members**, **View all teams**, **Invite people**, **Archive** and **Delete**. Delete moves the team to the Bin and nobody leaves the Organisation. See [Bin and restore](https://docs.saphion.co.uk/admin/bin-and-restore.md). A team has owners and members. In the members view, **Make owner** and **Remove owner** appear on a member's **⋯** menu wherever you are allowed to use them. **Add members** lists the current members with **Remove from team**. A team's owners can edit the team and change its people. A person invited to a team sees an invitation on its page, which they **Accept** or **Decline**. You can also tick a person in or out of teams from the **Teams** cell on their row. ## Create a Permission A **Permission** is a named set of powers. Use one to let a team lead see their people's work, to let a coordinator invite colleagues, or to let one person see every Project, without making them an Admin. A new Permission always starts from a built-in one, so you only change what you need. **1. Open the Permissions tab and choose New Permission** The table lists every Permission with its **Type** (**Built in**, or **Started from** the one it began as), its **Assigned people**, its **Assigned teams** and how many **Powers** it has. **2. Choose what to start from** **Start from** lists the built-in Permissions, with **Members** first. Pick one and its powers are ticked for you. **3. Name it** Enter a **Name** and a **Description**. **4. Tick the powers** The powers are grouped under **People**, **Projects**, **Work**, **Contacts**, **Companies** and **Notifications**. A power that acts on other people comes in two forms: one for the people in the holder's own teams and one for everyone, for example **See workload of people in their teams** and **See workload of everyone**. The table in How it works lists them all. **5. Assign it** Under **Assigned to**, add people or teams. Everyone in a team that holds the Permission has it too. **6. Save** Choose **Save Permission**. The new Permission's **Type** reads, for example, "Started from Leadership". A Permission with nothing ticked is only a label for a responsibility. You can also give a Permission to someone from the **Permissions** cell on their row, which ticks the Permissions they hold directly. What a team grants stays with the team. Most powers are about people, Contacts, Companies or the Organisation's settings, and open no Project. The three **Projects** powers are different: they give access to Projects. See [Give access to every Project](#give-access-to-every-project). Deleting a Permission takes it from everyone who holds it. Their other Permissions and Access stay. ### Built-in Permissions Saphion provides three Permissions in every Organisation. | Permission | What it gives | | - | - | | **Members** | What every Member can do. | | **Leadership** | See work, availability, workload and activity of everyone in the Organisation. | | **People admin** | Invite people, and deactivate them with a handover of their work. | **Leadership** and **People admin** are fixed. Saphion keeps them up to date, so when a new power is added to one, every Organisation gets it without anyone editing anything. Their name, description and powers show as read only, marked **Protected by Saphion**, and they cannot be deleted. To adapt one, create your own Permission that starts from it. You can hide a built-in Permission you never use. Open it, then choose **Hide from lists** in its **⋯** menu. Its **Type** then reads "Built in, hidden from lists". People who hold it keep it, but nobody new can be given it, and it is no longer offered when you start a new Permission or give Permissions to someone. **Show in lists** brings it back. ### Change what Members can do by default Every Member holds the **Members** Permission automatically. It is the one built-in Permission you can edit. It carries the powers Saphion gives all Members, and it cannot be deleted or given to named people. Open it and untick a power to take it away from Members, then give the power back to chosen people or teams through another Permission. ### Give access to every Project The **Projects** powers let one person open every Project in the Organisation without being added to each one. They cover Projects made later too, and what is filed in them. | Power | What the person can do on every Project | | - | - | | **View every Project** | See it, as a Viewer. | | **Comment on every Project** | See it and comment, as a Contributor. | | **Edit every Project** | Do everything an Editor can. | Sharing, archiving and deleting stay with Managers. On a Project's **Share** dialog, the person is listed as "Through" the Permission's name, at the matching level. They cannot be removed there: take the power away from the Permission, or take the Permission from them. ## See what a person can do Choose **Access & licences…** from a person's row menu or profile. The panel shows their product seats (**Product seats**, first), their Organisation role, their teams, the Permissions they hold and their Beacon licence (**Standard**, **Pro** or **Max**, managed by Saphion). Product seats are changed the way they are on their row in the Members table, and how many seats the Organisation has used is under **Settings**, **Usage & billing**. Two sections follow: * **What their Permissions allow** lists each Permission they hold with its powers, and how they hold it: **Everyone has this** (Members), **Through** a team's name, **Given directly**, or **Because they own a team**. * **Who has powers over this person** says in one line how many Team owners and Permissions reach them. Choose it to see the people whose Permissions reach them. The owner of a team can see the work, availability, workload and activity of people in that team, and manage its members, without being given a Permission. That is the **Because they own a team** line. To give someone a Permission here, use the same **Permissions** picker as on their row in the Members table. To compare what Admins and Members can do, choose **Compare organisation roles** from the Permissions tab's page menu. ## Roles on a Project A **role** is a position on a Project, such as Project lead or Contracts Manager. A Permission says what a person can do across the Organisation. A role says who does what on this Project. Open a Project and choose its **Team** tab. The table lists the Project's roles, each with its **Access** level, **Who** fills it, the **Teams** that fill it, and where the answer comes from. A role nobody fills reads **Unfilled**. **1. Open a role** Choose a role's row, or choose **Add to team** and pick the role. **2. Choose who fills it** In **Who**, pick a person. A role that several people can fill takes more than one person, and in **Teams** it takes whole teams, so everyone in the team fills it. Each choice saves as you make it, with **Undo**. **3. Or leave it empty on purpose** Choose **Leave Unfilled** at the bottom of the **Who** list to say nobody fills it. Anyone who may change a Project's team can fill its roles. Everyone else sees the table and the reason they cannot change it. How roles work: * **A role carries an access level.** Whoever fills it gets that level on the Project, with no separate sharing step. Project lead gives Editor. An Admin adds the Organisation's own roles, such as Contracts Manager, in **Settings**, under **Projects**, in the **Roles** section, choosing a level for each. See [Projects settings](https://docs.saphion.co.uk/admin/projects-settings.md). * **Access flows down to Projects filed under it.** A person who fills a role on a Project gets that role's level on the Projects filed under it as well. Filling the role itself does not flow down, apart from Project lead: a Project filed under another takes its parent's lead until it has one of its own. A parent's Contracts Manager can therefore edit the child Project's work, but the child's own Contracts Manager role reads **Unfilled** until you name someone there. * **Work goes to the role holder.** When an approval or a template sends work to a role, it goes to whoever fills that role on the Project. If nobody does, it goes to the person who holds that role across the whole Organisation. That person gets no access to the Project this way. If nobody holds it anywhere, the work is refused and names the role, so nothing is approved by default. * **Share shows roles.** In a Project's **Share** dialog, anyone who holds a role has a tag with the role's name after their name, for example "Contracts Manager". If the role is their only access, their level has no menu: change it on the **Roles** tab instead of removing them in Share. * **Opportunities have owners.** In CRM an Opportunity owner can edit their own Opportunity. A role like this only raises what someone can do on that record. Whether they can use Opportunities at all still comes from their product seat and Permissions. ## How it works ### What each Access level can do This is the table behind **Compare organisation roles**. Named Permissions can add the powers marked "With a Permission". | Act | Admin | Member | | - | - | - | | Invite people | Yes | With a Permission | | Change access | Yes | No | | Deactivate people | Yes | With a Permission | | Remove people from the Organisation | Yes | No | | Change Organisation settings | Yes | No | | See Plan and usage | Yes | No | | Change a product's icon, colour and description | Yes | No | | Create and delete teams | Yes | No | ### Permission powers **All Permission powers** | Group | Power | What it allows | | - | - | - | | People | **See work of people in their teams** | See Actions, figures and work history for people in the teams they are in or lead. | | People | **See work of everyone** | See Actions, figures and work history for everyone in the Organisation. | | People | **See availability of people in their teams** | See availability detail for people in the teams they are in or lead. | | People | **See availability of everyone** | See availability detail for everyone in the Organisation. | | People | **See workload of people in their teams** | See workload for people in the teams they are in or lead. | | People | **See workload of everyone** | See workload for everyone in the Organisation. | | People | **See activity of people in their teams** | See work activity for people in the teams they are in or lead. | | People | **See activity of everyone** | See work activity for everyone in the Organisation. | | People | **Manage members of their teams** | Add or remove members of the teams they are in or lead. | | People | **Manage members of every team** | Add or remove members of every team in the Organisation. | | People | **Invite people** | Invite Members and manage Organisation invitations. | | People | **Deactivate people** | Deactivate and reactivate Members, with handover. A Permission can never deactivate an Admin. | | Projects | **View every Project** | See every Project and what is in it, including Projects made later, without being added to each one. | | Projects | **Comment on every Project** | See and comment on every Project, including Projects made later, without being added to each one. | | Projects | **Edit every Project** | Do everything an Editor can on every Project, including Projects made later. Sharing, archiving and deleting stay with Managers. | | Work | **Create projects** | Create a Project, from the Projects page, Beacon, an import or by duplicating one. Admins always can. | | Work | **Change due dates** | Change an Action's due and start dates. Without it a person asks for a new date instead. | | Contacts | **View contacts** | See the Organisation's contacts. | | Contacts | **Add contacts** | Add a record to contacts, one at a time or by import. | | Contacts | **Edit contacts** | Change or remove records in contacts. | | Companies | **View companies** | See the Organisation's companies. | | Companies | **Add companies** | Add a record to companies, one at a time or by import. | | Companies | **Edit companies** | Change or remove records in companies. | | Notifications | **Choose their own notifications** | Switch their own email, push and digest notifications on or off. In-app notifications always stay on. | Members hold **Create projects**, **Change due dates**, **Choose their own notifications** and the Contacts and Companies powers until an Admin takes them from the **Members** Permission. ### How far a people power reaches Each power that acts on other people comes in two forms. A person always sees their own work, whatever they hold. | Form | Reaches | | - | - | | **…people in their teams** | People in the teams the holder is in or leads. | | **…everyone** | Everyone in the Organisation. | ## Related * [Invite and manage people](https://docs.saphion.co.uk/admin/members-and-roles.md): Invite people, give seats and deactivate people. * [Approvals](https://docs.saphion.co.uk/admin/approvals.md): Steps are signed as a Permission. * [Projects settings](https://docs.saphion.co.uk/admin/projects-settings.md): Where an Admin adds the roles a Project offers. * [Sharing and access](https://docs.saphion.co.uk/work/sharing-and-access.md): Who has access to a Project, including through a role or a Permission. * [Bin and restore](https://docs.saphion.co.uk/admin/bin-and-restore.md): What happens when a team is deleted. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.