Teams - Documentation

Group people into teams, control who can access what, and keep work organized as your company grows. A team is a named group of members — with a lead — that you can assign to projects and use to scope access, so the right people see the right work.

Overview

Teams mirror the way your company actually works inside Heyweek. Instead of granting access one person at a time, you build a team once, give it a lead, set each member's access level, and assign that team to the projects it's responsible for. As priorities shift, you can change members, reassign work, or mark a team inactive — without losing the projects and history tied to it.

NOTE

A team groups people and access, while a workspace is the top-level environment that contains your teams, projects, and data. See Workspaces for how the two relate.

Key features

Create teams — Add a team with a name and start assigning members right away.
Team lead — Give each team a lead who owns it.
Member access levels — Give each person a role: owner, admin, user, or guest.
Assignments — Connect teams to the projects they're responsible for.
Active & inactive — Mark a team inactive to keep your list focused on what's current, without losing its history.
Team-wide visibility — Assigning a team to a project gives all its members a shared view of that work.

Setting up a team

Open Add team and give it a clear name that reflects how it maps to your organization.
Set a lead for the team.
Add members and set each person's access level:
- Owner — full control of the team.
- Admin — manage the team, its members, and its work.
- User — a standard contributor who works on the team's projects.
- Guest — limited, scoped access for clients or outside collaborators.
Assign the team to the Projects it works on so members get access to the right work.

For a guided walkthrough of structuring members and access, see Team setup.

Members & roles

Each member of a team carries an access level that determines what they can do:

Owner has full control — managing membership, settings, and assignments.
Admin can manage the team and the work assigned to it, without owner-level control.
User is a standard contributor who works on the team's projects.
Guest gets limited, scoped access — ideal for clients or external collaborators who only need to see specific work.

Start people at the lowest level that lets them do their job and raise it as needs grow. The people behind these roles — their profiles, capacity, and what they're working on — live in People.

TIP

Use guest access for clients and contractors so they see only what's been shared with them, and reserve owner for the few who manage the team itself.

Organizing work across the team

Assign a team to the projects it owns so everyone shares the same view of priorities and progress.
Mirror your real structure — by client, department, or function — so assignments stay intuitive and access follows naturally.
Keep teams focused: a smaller, clearly scoped team is easier to manage than one that tries to cover everything.

Team-wide visibility

When a team is assigned to a project, its members share visibility into that work — tasks, files, and discussion stay accessible to the whole group rather than siloed with individuals. This keeps handoffs smooth and makes it obvious who is responsible for what.

Managing teams over time

Change a team's lead or members as responsibilities shift.
Mark a team inactive when it's no longer in use — it stays available for history and reporting.
Reassign a team to different projects as priorities change.

Works with the rest of Heyweek

Teams scope access across Projects and Files.
See the people behind the work in People, and set members up with Team setup.
Organize at the top level with Workspaces, and keep teams talking in Team communication.

Tips

Give every team a clear lead so ownership is never ambiguous.
Keep access levels tight — start members as guest and raise as needed.
Use teams to mirror how your company actually works (by client, department, or function) so assignments stay intuitive.
Mark unused teams inactive rather than deleting them, so reporting and history stay intact.