Understanding and Managing Teams | Civio Engage Knowledge Base [Skip to content](#main) [ ![Civio Engage Knowledge Base](/civio-light.svg) ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io) [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [ Support portal ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) Toggle navigation [Product documentation](/articles) [Release notes](/releases) [Roadmap](/roadmap) [Support portal](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) 1. [Home](/) › 2. [Product documentation](/articles) › 3. [User management](/articles?category=5) › 4. Understanding and Managing Teams Understanding and Managing Teams ================================ Updated 1 week ago · 4 min read Search Search Teams in Civio Engage provide a structured way to organise your projects and control access to content. They allow you to group users together based on departments, projects, or specific initiatives, making it easier to manage permissions and streamline collaboration. Teams function as containers for projects and users, with each team having specific roles and permissions. This team-based approach ensures that users only have access to the content they need, while making it easier for administrators to manage large-scale engagement platforms with multiple departments or project groups. #### Before you begin Only users with administrator permissions can create and manage teams. Teams must be enabled in your site settings. Team visibility --------------- Every team is either **Open** or **Restricted**. You choose this as the team's **Visibility** when you create it, and you can change it later on the team's **Edit** tab. ### Open Teams - Team members get access to all team projects - Maintains existing system-level permissions for non-administrators - Any content manager can find the team and work on its projects and content ![The Visibility card in the create-team form, with the Open and Restricted option cards and Open selected.](https://engage.knowledge.civ.io/storage/p4dTF9YP0OJVnlMxp5kBp2DyjlEDxcZjSbASWwMO.png) ### Restricted Teams - Provides enhanced security for sensitive projects - Only team members, plus admins with elevated permissions, can see its projects and content - Ideal for internal or confidential projects How to Create a Team -------------------- 1. From the Dashboard, click **People** in the left-hand menu 2. Click **Teams** 3. Click the **+** icon in the top right corner 4. Fill in the following details: - **Name**: Enter a name for your team - **Summary**: Add a one-line summary of what the team is for - **Description**: Add details about the team's purpose - **Visibility**: Choose **Open** (the default) or **Restricted**. If your site's default for new teams is set to Restricted in Settings, new teams start as Restricted. 5. Click **Activate** to create the team Your teams appear in the Teams list, which shows each team's **Status**, **Members**, **Visibility**, **Projects** and **Last updated** date. ![The create-team form, with the team name in the header, then Summary and Description fields and the Visibility card with Open selected.](https://engage.knowledge.civ.io/storage/L5TCKTQc8F9qrvsut30KYxA3xnvduQEVAs2Afd8R.png) How to Add Team Members ----------------------- 1. Navigate to the team you want to edit 2. Click the **Members** tab 3. Click the round **+** button 4. Search for the user you want to add 5. Select one or more roles for the team member. Someone who needs the capabilities of two roles, such as editing and reviewing content, can hold both rather than being given a broader role. 6. Click **Activate** to confirm To add or remove several people at once, tick them on the **Members** tab and use the bar that appears above the list. **Add to team** gives them a role in a further team, **Add to group** adds them to one or more user groups, and **Remove from team** takes them out of this team after you confirm. Removing someone from a team also removes the roles they held in it, but it does not delete their account or change their other teams, groups or platform roles. ![The Add member panel on a team, with a user chosen and the Team roles list open to pick one or more roles.](https://engage.knowledge.civ.io/storage/3pea2AAIzOQoP2s5LEcf4b6Ftk5dhjgFvfA7WjMD.png) When adding members to a Restricted team, remember that only these members and site administrators will be able to access the team's projects and content. Team Roles and Permissions -------------------------- A team member can hold more than one of these roles, in which case their permissions are the combined permissions of every role they hold. The table below outlines what each role can do within a team: **Team Lead**- Manage team membership and settings - Create and delete team projects - Access all team projects and content - Set project access permissions - View team analytics and reporting - Manage team workflows **Project Manager (assigned to a team)**- Create new projects within assigned team(s) - Edit and manage team projects - Publish and un-publish team project content - Manage project participation tools - View project analytics - Cannot modify team settings or membership - Access limited to projects within assigned team(s) **Other Team Roles** Including:- Engagement Officer - Publisher - Reviewer These roles retain their standard system permissions (see [Understanding User Roles](/articles/9176861358095-User-roles)) but their access and capabilities are limited to projects within their assigned team(s). For example, a Publisher assigned to Team A can only publish content for Team A's projects. #### With SRM Teams own SRM records as well as projects. Every stakeholder, organisation, stakeholder group, initiative, interaction, issue, note and task has a **Team** field, and a restricted team hides its SRM records from non-members in lists, filters, exports, dashboard widgets and the pickers used to link records together. Teams can also hold the two SRM roles, Stakeholder Manager and Stakeholder Viewer. See [Teams in SRM](/articles/teams-in-srm). #### Multiple Roles Users can have different roles across different teams. For example, someone could be a Team Lead in one team and a Project Manager in another. #### Best Practice Assign team roles based on job responsibilities and maintain the principle of least privilege - only give users the access they need to perform their tasks. For more information about user roles and permissions, see our article on [Understanding User Roles](/articles/9176861358095-User-roles). To learn how to create and manage users, see [Create and Edit Users](/articles/9176782341263-Create-and-edit-users). Was this article helpful? ------------------------- Your feedback helps us prioritise what to rewrite. Yes No [ Back to User management ](/articles?category=5) On this page ### Still need help? Raise a request in the support portal and track it to resolution. [ Submit a support request ](https://nginx.deploy-lagoon-production.civio-engage-docs.dh1.amazee.io/portal/login) Submit a support request through the [support portal](/portal) or email . © 2026 [Civio](https://civ.io) [Privacy Policy](/articles/privacy-policy) [Terms of Use](/articles/terms-of-use)