Team

The team page lets you manage who has access to your workspace. You can invite new users, assign roles, and control which segments each user can work with. Users sign in through Google or Microsoft accounts linked via Better-Auth, and a single person can belong to multiple workspaces.

Team Member List

The team page shows all users in your workspace with the following details:

Roles and Permissions

There are two roles in Itsy. Each role determines what a team member can see and do across the workspace.

Admin users have full access to every feature and setting in the workspace. They can manage team members, configure workspace settings, and assign any user to orders, trips, and groups.

User role members have access to day-to-day features like orders, trips, and reports. They can be restricted to specific segments, and they can only assign themselves to items -- not other team members.

Segment-Based Access Control

Segments let you limit what data a User-role team member can see. When a user is assigned to one or more segments, they only see orders and data that belong to those segments. This is useful for agencies with multiple teams, brands, or departments that should only access their own bookings.

How it works:

• A user with no segments assigned sees all data in the workspace (subject to their role permissions).
• A user with one or more segments assigned sees only orders and data tagged with at least one of their segments.
• Admin users always see all data, regardless of segment assignments. If you switch a user's role from User to Admin, their segment assignments are cleared automatically.

Segments are created and managed in Data > Segments. You assign segments to a user when editing their profile on the team page.

User Status

Each user in the workspace has a status that reflects their account state:

Multi-Workspace Access

A single user account can belong to multiple workspaces. When a user signs in, they select which workspace to work in. Each workspace maintains its own role and segment assignments for the user, so the same person can be an Admin in one workspace and a User in another.

User Assignments

Team members can be assigned to orders, trips, and groups. Assignments track who is responsible for each item and feed into the My Work dashboard.

Admin users can assign any team member. Regular users can only assign themselves. See Assignments for details on how assignments work across the system.

Invite System

New team members join through an email invitation. Only admins can send invitations.

Inviting a New User

1. Navigate to Settings > Team
2. Click Invite
3. Enter the person's name and email address
4. Select a role (Admin or User)
5. If the role is User, optionally assign segments to restrict which data the user can access
6. Click Send -- an invitation email is sent automatically
7. The invitee clicks the link and signs in with their Google or Microsoft account
8. Once they accept, they appear in the team list as an active user with the role and segments you chose

Invitation Lifecycle

Each invitation goes through a lifecycle:

• Created -- The invitation has been generated but not yet delivered.
• Sent -- The email has been sent to the invitee.
• Agreed -- The invitee accepted and their account is now active in the workspace.
• Declined -- The invitee chose not to join.
• Cancelled -- An admin revoked the invitation before it was accepted.

Pending invitations (in the Sent status) can be cancelled by an admin at any time. The team page shows a separate Pending invites list with the email, name, role, and sent date for each outstanding invitation. Once an invitation is agreed, the user must be deactivated through the team member edit screen instead.

Common Tasks

Editing a User

1. Navigate to Settings > Team
2. Open the action menu on the user row and click Edit Details
3. Update their details:
   • Display Name -- How their name appears in the workspace
   • Initials -- Short identifier used in compact views
   • Role -- Admin or User
   • Segments -- Which segments they can access (User role only; segments are cleared automatically if you switch the role to Admin)
   • Active -- Whether the user can access the workspace
4. Save your changes

Deactivating a User

1. Navigate to Settings > Team
2. Open the action menu on the user row and click Edit Details
3. Toggle the Active switch off
4. Save your changes

Deactivated users cannot sign in but their account is preserved. You can reactivate them at any time. Their existing assignments remain in place so historical records are not lost.

Notifications and Tracking

Itsy automatically tracks two types of notifications for each user:

• Changelog -- The last version of the changelog each user has viewed. When new features or changes are released, users see a notification until they view the changelog.
• Learning Videos -- The last learning video each user has acknowledged. New videos trigger a notification until the user views them.

Both are automatic and require no configuration from admins.

Workspace Memberships

A workspace membership is the link between a user account and your workspace. Each membership carries its own role and segment assignments, independent of any other workspace the user belongs to.

Key points about memberships:

• A user joins your workspace when they accept an invitation. That creates a membership.
• Deactivating a user removes their access but preserves the membership and all historical records.
• Reactivating a deactivated user restores their previous role and segment assignments.
• Deleting a membership is not supported -- use deactivation instead. This ensures audit trails and assignment history remain intact.

Invite Permissions

Only Admin users can send, view, and cancel invitations. The invite flow enforces the following rules:

• You must provide a valid email address. The system prevents duplicate invitations to the same email within the workspace.
• You choose the invitee's role (Admin or User) at invite time. This can be changed later from the team page.
• If you set the role to User, you can optionally pre-assign segments so the new user sees only relevant data from their first login.
• Invitations expire if not acted upon. An admin can cancel a pending invite and re-send a new one if needed.
• The invitee does not need an existing Itsy account. When they click the invite link and sign in with Google or Microsoft, their account and membership are created automatically.

How Team Permissions Work

Permissions in Itsy follow a simple two-tier model combined with segment-based data filtering:

1. Role determines what actions a user can perform (Admin has full control; User is limited to day-to-day operations).
2. Segments determine what data a User-role member can see. Admins always see everything.

Permissions are evaluated on every request. When a User-role member loads a page, the system filters results to only show orders and records that belong to at least one of their assigned segments. If the user has no segments assigned, no filtering is applied and they see all workspace data.

There is no granular per-feature permission system. If you need to prevent a team member from accessing certain data, assign them to specific segments. If you need to prevent them from changing settings, keep them in the User role.

Permission Inheritance Across Workspaces

Permissions do not carry across workspaces. A user who is an Admin in one workspace may be a regular User (or not a member at all) in another. Each workspace's team page is the single source of truth for that workspace's access control.

How It Connects

• Data > Segments -- Segments assigned to users control which orders and data they can access. Create and manage segments in the Data section, then assign them to users here.
• Assignments -- Team members can be assigned to specific orders, trips, and groups. Admin users can assign anyone; regular users can only assign themselves.
• My Work -- Each team member's assigned items appear on their personal dashboard.
• Workspace Settings -- The workspace configuration that all team members share. Only admins can modify workspace settings.
• Billing -- Your subscription plan may affect which features are available to your team.