Team Management
Invite users, assign organization roles, manage access with bulk invites, and disable or remove team members.
Team management is where you control who has access to your organization in Document Ocean 360 and what they can do. You can invite users individually or in bulk, assign roles, and deactivate accounts when team members leave.
/settings/team Organization Roles
Document Ocean 360 uses a role-based access control system with two separate sets of roles: organization roles and project roles. Organization roles control platform-wide access — billing, team management, and settings. Project roles are assigned per-project and control what a user can do within that specific project.
The four organization-level roles are listed below. Each role inherits the abilities of the roles below it.
Organization roles vs. Project roles
Organization roles determine what a user can do at the platform level. Project roles (Project Admin, Approver, Reviewer, Contributor, Viewer, External Contributor) are assigned separately within each project and control document-level permissions. See Managing Your Team for project role details.
Inviting Users
Admin Only Org Admins can invite new users to the organization.
Go to Team Settings
Navigate to Settings → Team to see the current member list and the Invite button.
Click Invite Members
A dialog opens where you can enter one or more email addresses, separated by commas or newlines.
Select a role
Choose the organization role for the invited users. You can adjust individual roles after they join.
Send invitations
Click Send. Each recipient receives an email with a link to join your organization. Pending invitations appear in the Invited tab.
Bulk Invite
For onboarding large teams, use the Bulk Invite feature. Prepare a CSV file with columns for Email, Role, and optionally Job Title. Upload the CSV from the Team page, review the parsed list, and confirm to send all invitations at once.
CSV format for bulk invites
The CSV must include a header row. Accepted role values are: Viewer, Member, Manager, and Org Admin. Invalid rows are skipped and reported after import.
Team Table
The team table displays all current members and their key information.
Team Table Columns
The user's full name as set in their profile.
The email address used for login and notifications.
The user's current organization role — Viewer, Member, Manager, or Org Admin.
Active, Invited (pending acceptance), or Disabled.
The timestamp of the user's most recent login or action on the platform.
The number of projects the user is assigned to.
Changing User Roles
Admin Click on a team member’s row to open their details panel. From there, use the Role dropdown to change their organization role. The change takes effect immediately — the user’s permissions update on their next page load.
Disabling & Removing Users
When a team member leaves the organization or should lose access, you have two options:
- Disable — The user can no longer log in, but their data (comments, uploads, workflow history) is preserved. This is the recommended approach.
- Remove — The user is permanently removed from the organization. Their documents and comments are reassigned to the Org Admin.
Removing users is irreversible
Removing a user permanently deletes their association with the organization. Their uploaded documents and comments remain but are attributed to a “Removed User” label. If the person needs access again, they must be re-invited and will start as a new member.