Teams Real World Use Cases

Teams groups users so you can assign organization, product, and project-level roles to many people at once. The following scenarios show when Teams is the right tool and how it applies in practice. For an overview of the feature, refer to the About Teams documentation.

Cross-Functional Project Collaboration

A product team and a marketing team collaborate on a launch and need access to a specific set of stacks, without gaining access to unrelated ones.

Create a Product Launch team and assign it the roles for the stacks, spaces, or projects relevant to the launch. Members get the access they need for that work, and unrelated content stays out of scope. When the launch is complete, you adjust or remove the team instead of reversing changes for each user.

Onboarding a Group of New Users

A company hires 30 users for its content and marketing functions, and they all need the same access.

Create a Content Creators team, assign the organization, product, and project-level roles the group needs, and invite all 30 users to the team in one action. Each user inherits the team's roles on joining, so onboarding does not require configuring roles per person.

Restructuring Roles After an Organizational Change

After an internal restructuring, several teams hold overlapping or redundant roles, and access needs to be realigned.

Edit each team to update its name, description, and assigned roles so that each team has a clear, distinct purpose. Where finer control is required, assign custom roles to target access at the level of entries, fields, or assets. Users who belong to multiple teams continue to inherit the combined roles of all their teams, so access remains intact through the change.

To edit a team, navigate to Administration through the App Switcher, click Teams, then select Edit from the vertical ellipsis next to the team.

Temporary Access for Seasonal Campaigns

A company runs seasonal campaigns that bring in external consultants for short periods, and they need temporary access without changing the roles of regular users.

Create a temporary team, such as Winter Campaign or Summer Sale, and assign it the roles required for the campaign. When the campaign ends, delete the team to remove access for all of its members at once, instead of revoking permissions individually.

Additional Resource: For step-by-step instructions, refer to the Create a Team documentation.