Teams & Projects

Understanding Teams

Teams are where collaboration happens within your organization. Think of teams as focused groups working together on related projects. Teams help you organize people, manage access, and coordinate work efficiently.

What Makes Teams Special?

Teams provide structure for collaboration:

• 👥 Focused Groups - Bring together people working on similar goals
• 🎯 Dedicated Space - Each team has its own area with projects and resources
• 🔐 Access Control - Control who can see and participate in team activities
• 📊 Project Organization - Manage multiple projects within a team
• 🏅 Role-Based Permissions - Define what each team member can do
• 📝 Team Identity - Custom profile, logo, and description

Creating a Team

If you have permission in your organization, you can create a team:

Team Visibility Explained

Public Teams

• Anyone on the internet can discover the team
• Great for open-source projects or community teams
• Maximum visibility and transparency
• Anyone can request to join

Private Teams

• Only team members can see the team exists
• Perfect for confidential projects
• Better privacy and security
• Invitation-only access

Internal Teams

• Visible only to organization members
• Good balance between openness and privacy
• Encourages cross-team collaboration within the org
• Organization members can request access

Joining a Team

Join Open Teams

For teams with joining enabled:

1. Browse teams in your organization
2. Find a team you want to join
3. Click the team to view its profile
4. Click the Join Team button
5. You're now a team member! 🎉

Invitation Process

Most teams work via invitations:

Receiving an Invite

1. A team member sends you an invitation
2. You receive an invite code via email
3. Click the link to accept the invitation
4. Choose your role (if options are provided)
5. Welcome to the team!

Invite Code Details

• Each code is unique and secure
• Codes can expire after a set time
• Codes specify your role in the team
• Codes are single-use only

Request to Join

For closed teams you can view:

1. Visit the team's profile page
2. Click Request Access
3. Optionally, add a message explaining why you want to join
4. Wait for a team admin to review your request
5. You'll get notified of the decision

Team Roles

Teams use roles to define what members can do:

Standard Roles

Team Owner

• Full control over the team
• Can delete the team
• Manage all team settings
• Add/remove members
• Assign any role
• Manage projects

Team Admin

• Manage team settings
• Create and manage projects
• Invite and remove members
• Assign roles (except owner)
• Configure team profile

Team Member

• Access team projects
• Contribute to work
• Participate in discussions
• View team information
• Create projects (if allowed)

Viewer

• Read-only access
• View team information
• View projects
• Cannot make changes
• Cannot contribute

Custom Roles

Teams can create custom roles with tailored permissions:

• View team details
• Create projects
• Manage specific projects
• Invite members to the team
• Edit team profile
• Remove members
• Access audit logs
• And more...

Team Features

Team Profile

Every team has a profile showcasing:

Visual Identity

• Team name and slug
• Team logo
• Banner image
• Description

Information

• Team location
• Website links
• Timezone
• Visibility status

Statistics

• Number of members
• Number of projects
• Team activity level
• Creation date

Team Management

Team admins can:

Manage Members

• View all team members
• See member roles
• Add new members
• Remove members
• Change member roles
• Track member activity

Configure Settings

• Update team name and slug
• Change visibility settings
• Enable/disable open joining
• Modify timezone
• Update team profile
• Manage team branding

Invite Management

• Create new invitations
• Set invite expiration
• Assign roles to invites
• Revoke unused invites
• Track invite status

Audit Logs

• View all team activities
• Track member changes
• Monitor important actions
• See who did what and when
• Filter by action type or user

Working with Projects

Projects are the actual work happening within teams. Each team can have multiple projects to organize different initiatives.

What are Projects?

Projects help you:

• 📋 Organize Work - Break down team goals into manageable projects
• 🎯 Focus Efforts - Keep each project's scope clear and focused
• 👥 Assign Teams - Decide which team members work on each project
• 🔒 Control Access - Set project-specific visibility and permissions
• 📊 Track Progress - Monitor project status and milestones
• 📝 Document Work - Keep project information and resources in one place

Creating a Project

Within your team, you can create projects:

Project Visibility

Public Projects

• Visible to anyone, even outside the organization
• Great for open-source or community projects
• Maximum transparency
• Attract external contributors

Private Projects

• Only project members can see and access
• Perfect for confidential or sensitive work
• Maximum privacy and security
• Invitation-only access

Internal Projects

• Visible to team members only
• Good for team-focused work
• Encourages team collaboration
• Team members can request access

Project Roles & Permissions

Projects have their own role system:

Project Owner

• Created the project
• Full control over the project
• Can delete the project
• Assign any role

Project Admin

• Manage project settings
• Add/remove members
• Configure project details
• Assign roles (except owner)

Project Member

• Contribute to the project
• Access project resources
• Participate in project work
• View all project information

Project Viewer

• Read-only access
• Can view project information
• Cannot make changes
• Cannot contribute to work

Joining Projects

Open Join Projects

For projects allowing open joining:

1. Browse projects in your team
2. Click on the project you want to join
3. Click Join Project
4. Start contributing immediately

Invitation-Based Projects

Most projects require invitations:

Getting Invited

1. A project member sends you an invite
2. Receive the invite code via email
3. Click to accept the invitation
4. Select your role (if applicable)
5. You're now a project member!

Invite Features

• Unique, secure codes
• Optional expiration dates
• Role-specific invitations
• Single-use only
• Trackable status

Project Management

Project Profile

Keep your project information organized:

• Update project description
• Set clear goals and objectives
• Add project logo and banner
• Link to resources and documentation
• Show project statistics
• Display team members

Member Management

Control who works on the project:

• View all project members
• See member roles and permissions
• Add new members from the team
• Remove members when needed
• Change member roles
• Track member contributions

Project Settings

Configure your project:

• Change project name
• Update project slug
• Modify visibility settings
• Enable/disable open joining
• Update project description
• Manage branding elements

Project Invitations

Manage project access:

• Create new invitations for team members
• Set role for each invitation
• Set expiration dates
• Track invitation status
• Revoke unused invitations
• Resend invitations

Audit Logs

Track project activity:

• Monitor all project changes
• See member additions/removals
• Track role changes
• View settings updates
• Filter by action or user
• Export audit logs

Collaboration Best Practices

For Team Leaders

Set Clear Expectations

• Define team goals clearly
• Communicate roles and responsibilities
• Set guidelines for collaboration
• Establish communication norms

Create Structure

• Organize projects logically
• Use consistent naming conventions
• Document processes
• Define workflows

Foster Inclusion

• Welcome new members warmly
• Encourage participation
• Value diverse perspectives
• Recognize contributions

Stay Organized

• Keep team information updated
• Archive completed projects
• Regular team check-ins
• Use audit logs for accountability

For Team Members

Be Proactive

• Understand your role and responsibilities
• Ask questions when unclear
• Contribute actively
• Share your ideas

Communicate Effectively

• Keep team informed of your progress
• Respond to messages promptly
• Be clear and concise
• Use appropriate channels

Collaborate Well

• Support your teammates
• Share knowledge and resources
• Be open to feedback
• Help onboard new members

Stay Professional

• Meet your commitments
• Respect team guidelines
• Maintain confidentiality
• Represent the team well

Managing Multiple Projects

Prioritize

• Focus on high-impact projects
• Communicate capacity clearly
• Don't overcommit
• Update status regularly

Stay Organized

• Use project visibility to your advantage
• Keep track of deadlines
• Set personal reminders
• Use the dashboard effectively

Balance Workload

• Distribute work fairly
• Know when to say no
• Ask for help when needed
• Take breaks to avoid burnout

Common Questions

What's the difference between a team and a project?

Teams are groups of people within an organization. Projects are specific initiatives that teams work on. One team can have multiple projects.

Can a project span multiple teams?

No, each project belongs to one team. However, you can invite members from across the organization to contribute to a project.

Can I be in multiple teams?

Yes! You can be a member of as many teams as you'd like within the organization.

What happens when I leave a team?

You lose access to all the team's projects and resources. Your contributions remain, but you can no longer participate.

Can I move a project to another team?

This typically requires admin action. Contact your organization admin if you need to move a project.

How many projects can a team have?

There's no limit on the number of projects a team can create. Create as many as you need to stay organized.

What if I'm removed from a project?

You'll lose access to that specific project but remain a team member. You can still access other team projects.

Can I be in multiple projects within a team?

Absolutely! You can participate in as many team projects as you have capacity for.

Staying Organized

Your Dashboard

Access all your teams and projects:

• See all teams you're a member of
• View all your projects in one place
• Quick access to active work
• Check recent activity
• Track your contributions

Notifications

Stay updated on important events:

• Team invitations
• Project assignments
• Role changes
• New team members
• Project updates
• @mentions
• Important announcements

What's Next?

Explore more about working effectively on FairArena:

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Teams and projects are where the magic happens. Let's build something great together! 🚀