How to Add and Manage Team Members (Agency Plan)

Invite up to 10 people to your BreezeDoc team on the Agency Plan, give each a role, and manage invitations, roles, and removals in Settings → Teams.

Prerequisites

• Plan: Agency Plan ($49 one-time) or the Agency Plan free trial
• Team: a team created in Settings → Teams
• Role: you created the team, or you have the Owner role in it
• Space: fewer than 10 members and invitations in the team

What is Team Member Management?

A team lets colleagues work on the same documents and templates. You invite people by email and give each one a role that decides what they can do.

• Email invitations - BreezeDoc emails each person an invitation link
• Roles - Owner, Sender, Editor, or Viewer
• Status - see who is Active and whose invitation is Pending
• Limit - up to 10 members per team
• Shared work - team documents and templates are shared with the team

Plan Availability

• Free Plan: no teams
• Individual Plan: no teams
• Agency Plan: teams with up to 10 members

Creating Your Team

1. Open Settings and click Teams (or click + Create team on the Documents page).
2. Enter a Team name (for example "Legal Department").
3. Click Create Team. You see "Team created successfully" and become the team's creator.

Note: The create form only appears when you do not have a team yet. To rename the team later, edit the team name and click Save.

Inviting Team Members

Who Can Invite Members?

• The team's creator and anyone with the Owner role.
• Senders, Editors, and Viewers do not see the + Add member button.

Step-by-Step: Invite a Team Member

1. Go to Settings → Teams.
2. In Team Members, check the count (for example 5/10 active members).
3. Click + Add member.

4. In Add team member, enter the Email address.
5. Choose a Role (see the table below).
6. Click Send invitation. You see "Invitation sent successfully." and the person appears as Pending.

What Each Role Can Do

See Team Roles and Permissions for details.

The Invitation Email

• Subject: "You have been invited to join Team name"
• Button: Accept Invitation
• The email explains that people without a BreezeDoc account need to register first.

Accepting Team Invitations

For Invited Members: How to Accept

1. Open the invitation email and click Accept Invitation.
2. Log in to BreezeDoc - use the account for the email address the invitation was sent to. If you do not have an account, register with that email address first, then open the link again.
3. You see "Invitation accepted" and land on the team's documents.

Good to Know

• The invitation joins the account you are logged in to when you open the link, so make sure it is the right one.
• Each invitation can be accepted once ("This invitation has already been accepted").
• Invitations do not expire; the team can remove a pending invitation at any time.

Viewing Team Members

The Team Members Table

• Name and email - members who joined show their name and email; pending invitations show the invited email
• Status - Active (joined) or Pending (invited, not yet accepted)
• Role - a dropdown for people who can manage members
• Action - a Remove button

The team creator's row has no role dropdown or Remove button.

The Member Count

• The badge (for example 5/10) counts active members.
• The 10-member limit counts active members and pending invitations together.

Changing Member Roles

Who Can Change Roles?

• The team creator and members with the Owner role.
• The team creator's role cannot be changed.

Step-by-Step: Change a Member's Role

1. Go to Settings → Teams.
2. In the member's Role column, choose a new role from the dropdown.
3. The change is saved right away - the dropdown briefly turns green. If it fails, you see an error message and the old role is restored.

Removing Team Members

Step-by-Step: Remove a Member or Invitation

1. Go to Settings → Teams.
2. Click Remove next to the member or pending invitation.
3. Confirm "Are you sure you want to remove this member?".
4. You see "Team member removed successfully."

What Happens When You Remove a Member?

• They lose access to the team's documents and templates; their own BreezeDoc account stays.
• BreezeDoc does not email them about the removal.
• Team documents stay with the team.
• The slot is freed, and you can invite them again later.
• The team creator cannot be removed.

The 10-Member Limit

• Each team can have 10 members, including pending invitations.
• At the limit, + Add member is greyed out with "Maximum team members limit reached (10)".
• Remove a member or a pending invitation to free a slot.

Best Practices

• Check email addresses before inviting - each invitation uses a slot.
• Give the smallest role that works: Viewer for read-only, Editor for preparing documents, Sender for sending.
• Keep Owners few - Owners can manage members.
• Remove people promptly when they leave, and clear old pending invitations.

Troubleshooting

I cannot see + Add member

• Only the team creator and Owners see it. Ask an Owner to change your role or to invite for you.
• Teams need the Agency Plan - see which plan you are on under Settings → Plan.

+ Add member is greyed out

• The team has 10 members and invitations. Remove a member or a pending invitation.

The invited person did not get the email

• Ask them to check spam or junk.
• Check the invited email in the table. If it is wrong, click Remove and invite the correct address.

"This user is already a member of the team."

• That email is already in the table as Active or Pending - reload the page to see it.

The invitation still shows Pending

• Reload the page. If it still shows Pending, ask the person to open the link again while logged in.

Still stuck? Email support@breezedoc.com.

Frequently Asked Questions

Can I invite members on the Free or Individual Plan?

No. Teams are part of the Agency Plan. See How to Upgrade Your BreezeDoc Plan.

How many team members can I have?

Up to 10 per team, counting pending invitations.

Can members invite other people?

Only people with the Owner role (and the team creator) can invite and manage members.

Can I cancel a pending invitation?

Yes. Click Remove next to it. This frees the slot.

Need more help? Contact our support team at support@breezedoc.com - we are here to help!