Create and manage a team

Create a team

Open Your teams from the account menu and select Create team, enter a Team name, and select Create team. On the website, the new team is selected straight away and an optional Invite members drawer opens. Switch to a team with the Personal or team selector before creating shared work in it. How many teams you can own depends on your Personal plan; a team on the Team plan does not count towards it. The Magpie app can also create and select teams from Your teams.

The team page

Open a team from Your teams. The team page shows:

• Name and Colour. Admins select the name to rename the team, and choose its colour from the list.
• Your role.
• Members: how many places are used, and any pending invitations.
• Currency, Member access, and the Time Tracking settings, described below.
• Owner, with Transfer for the owner.
• Plan and Payments.
• Tool built for your team; see Have Magpie build a tool for your team.
• Team access: Leave team and, for admins, Archive team.

Each shared team receives a colour automatically, chosen against the other teams its creator belongs to. The website's team selector shows the colour with a tinted background and the team name, and a Current label marks the selected team. Personal has no team colour. In the Magpie app, Team settings in More shows the selected team's settings and lets admins change its name, colour and member access, and archive it.

Invite people and change roles

Admins select Invite people on the team page or its Members page. Enter handles (@alex) or email addresses separated by commas, spaces or new lines, choose Member, Admin or Guest, and choose the areas a member will be able to use or what a guest can use. Admins manage the team, its members and its plan, and can use every area. A guest uses only what they were given and takes no place on the plan; see Guests on a team. An admin whose account was created with an email address and password must confirm that address before inviting anyone. A team created during setup offers the same invitations as the setup's last step; see Set up Magpie after signing up.

A team on the Free plan has places for 3 members and one on the Team plan for 25. An invitation takes no place on the plan; a place is taken when the person accepts. Members on leave do not take a place. If the team has no free place when someone accepts, they are told, their invitation stays open until it expires, and the team's admins get an email. A team on the Team plan can accept up to 2 members more than its limit for 30 days from the day it first goes over, so a replacement can start before the person they replace leaves; after that nobody else can join until the team is back within its limit. A team can have up to 100 pending invitations at once, and each expires after 14 days. If some emails cannot be sent, the result names them and keeps those addresses in the form for a retry.

The Members page lists members with their role, guests with what they were given, and pending invitations separately, each with Resend and Revoke (an invite link has Revoke and how many uses are left). An admin can:

• change a member's role between Member and Admin on the list, and to Guest on the member's page;
• open Areas and leave to choose the areas a member can use or set them on leave (see Choose the areas a member can use);
• select Remove and confirm to remove a member or a guest.

Removal stops future access but does not reassign everything the person created; ownership remains with the team. The removed person gets an email saying who removed them from which team, and naming any Mail mailboxes that were private to them, which an admin can then give to another member. Someone who leaves a team on their own is not emailed.

An accountant is a guest who can use Accounting and nothing else of the team; see Give your accountant access to the books.

An invitation link opens in the Magpie app when it is installed. The app checks the signed-in account, shows the team and role, and lets the recipient accept or decline. The app's Team members screen lists members and lets admins change roles and remove members.

Member access and currency

Member access is Can edit or View only: whether members can change the team's shared work. Admins can always edit. Some areas check more, such as admin-only access to subscriber addresses or payment settings. Which areas a member can open at all is chosen per member; see Choose the areas a member can use.

Currency is the team's base currency. New invoices, expenses, asset prices, time rates and appointment prices in the team start in it, the Currency cell format in Spreadsheets shows it, and Accounting setup suggests it for the books. Admins choose it on the team page. A record already made keeps its own currency, and so do the team's books once they are set up. Until a currency is chosen, the team uses its Invoicing currency, then its Payments account currency, then its Store currency, then USD. A new team starts with the currency chosen for the creator's Personal, when there is one.

Time Tracking sharing

Members can record and edit their own time. Time entry visibility chooses whether members' reports show Only own time, Project totals or Everyone's entries, and Rates visible to members whether they can see hourly rates and amounts. Shared reports are read-only; members manage their own entries from Today, Week or the entry page. Admins manage projects, tags, rates and sharing settings. Time report opens Time Tracking's reports. See Track time.

Plan and payments

Each team has its own plan. An admin can buy the Team plan from the team's Plan row; it raises the team's limits, including its number of members, at one price, and it stays with the team when people leave or the team is transferred. See Plans, limits, and billing. Payments connects the Stripe account the team uses to receive money; see Connect Stripe to receive money.

Transfer the team

Only the owner can transfer a team, and only to an admin. Under Owner, choose the admin in Transfer to and select Transfer, then confirm. If no other member is an admin, the page says to make one an admin first. The team's plan stays with the team. A team that still runs on its owner's Pro plan runs on the new owner's Personal plan instead.

Leave, archive and restore

A member who is not the owner can select Leave team; their Personal work is not affected. The owner transfers the team first. An admin can select Archive team, which removes member access and takes its work out of normal use. Archiving can be blocked while the team has active financial obligations, such as Supporters subscriptions or a Team plan that has not been cancelled.

An archived team is listed under Archived teams on Your teams for each of its admins, on the website. Restore brings it back with the same members, roles and work. A restored team counts toward its owner's team limit, so restoring is refused when the owner is already at that limit.

Personal cannot have members, be transferred or be archived. It can have guests, invited from Guests on Your teams; see Guests on a team. For membership or access that does not match what the team page shows, Contact support.