Manage Teams — Administer Every Access Group From One Place
Create Teams, assign owners, and manage membership from Workspace Administration—so permissions, assignments, and @mentions stay accurate as your organization changes.
What Is Manage Teams?
Manage Teams is the administration hub for SmartSuite Teams—Administrators create Teams, assign Team Owners, manage membership, and set each Team's status from a dedicated tab in Workspace Administration. It helps IT and workspace administrators keep access groups current, so the permissions, task assignments, and @mentions built on Teams stay accurate as people join, move, and leave. Teams are available on every SmartSuite plan.
Central Administration
Create and Manage Teams From Workspace Administration
From the Manage Teams tab, an Administrator creates a Team with a unique name and color, selects its Members, and designates Team Owners responsible for keeping membership current—the creator becomes an owner automatically. Teams can be set Active or Inactive, so a disbanded group is archived rather than erased from history.
Every Team in the workspace is administered from this one list—no per-Solution group management to reconcile.
Access Groups
Drive Permissions, Assignments, and @Mentions With Teams
Teams are the working unit of governance across SmartSuite. Assign a Team an access level in a Solution, Table, or Field permission; assign work to a Team instead of chasing individuals; or @mention a Team name to notify every member at once. A built-in Everyone Team covers all active Members, and each Member can belong to as many Teams as their work requires.
Because access flows through Teams, updating a person's membership updates their permissions everywhere—instantly.
Directory Sync
Keep Teams Aligned With Your Identity Provider
On the Enterprise plan, SCIM-synced user groups map directory groups in Okta, Microsoft Entra, or Ping Federate to SmartSuite Teams. When someone changes departments in the corporate directory, their Team membership—and every permission built on it—follows automatically.
Administrators manage exceptions in Manage Teams while the directory handles the routine changes.
Manage Teams
Teams are where organizational structure meets access control. Managed centrally, they turn control owners, review populations, and business units into governed units that permissions and workflows can rely on.
Create Teams for control owners, testers, and reviewers, then grant each Team the right access to the control register. Ownership changes are one membership edit—not a permissions rework across Solutions.
Model first-line reviewers, the risk committee, and executive owners as Teams. Findings get assigned to a Team, escalations @mention the next level, and staffing changes never break the routing model.
New hires added to their function's Team immediately inherit its Solution access and standing assignments—no per-person permission setup on day one, and no ad hoc grants to explain at the next access review.
Keep an Auditors Team with Viewer access to evidence Tables. Activate it during fieldwork, adjust membership per engagement, and set it Inactive when the audit closes—access history intact.
Pair Manage Teams with Advanced Permissions—SmartSuite's recommended model—so access is granted to Teams once and stays correct automatically as membership changes.
Teams are where organizational structure meets access control. Managed centrally, they turn control owners, review populations, and business units into governed units that permissions and workflows can rely on.
Manage Teams is the administration tab in Workspace Administration where Administrators create Teams, assign Team Owners, manage membership, and set each Team's Active or Inactive status. Teams then power permissions, task assignments, and @mentions across the workspace.
Only Members with the Administrator role create and manage Teams. Each Team also has Owners—the creator automatically becomes one—who are responsible for its membership, and any Member can view Team membership through the Member Directory.
Teams are assignable everywhere: grant a Team an access level in Solution, Table, or Field permissions, assign records or tasks to a Team, and @mention a Team to notify all of its members at once. SmartSuite recommends managing permissions through Teams rather than individuals.
A workspace supports up to 100 Teams, each with a unique name. Every workspace also includes an automatic Everyone Team containing all active Members, and Members can belong to multiple Teams.
Yes. On the Enterprise plan, SCIM-Synced User Groups map directory groups from providers like Okta and Microsoft Entra to SmartSuite Teams, so membership changes in the directory flow through automatically.
Team creation and management is available on all SmartSuite plans. SCIM-synced group membership is an Enterprise capability.
Turn Your Org Chart Into Governed Access
Create Teams once, grant access through them everywhere—and let membership changes do the administration for you.