Team Collaboration

Overview

OneGlance supports team collaboration through workspaces and organizations. Multiple users can access the same brand data, coordinate prompt strategies, and share insights.

Workspaces track individual brands. Organizations group multiple workspaces under shared ownership. A user can belong to multiple organizations and access multiple workspaces.

Understanding the Team Structure

Organizations

An organization is a top-level entity that owns workspaces.

Created automatically when you create your first workspace
Name: Defaults to {YourName}'s Organization (customizable)
Ownership: Shared among organization owners
Purpose: Centralized billing and access control (future features)

Workspaces

A workspace tracks one brand across AI providers.

Belongs to exactly one organization
Members: Users with explicit access to view/edit workspace data
Roles: Owner or Member (see Role Permissions)

Example Structure

Acme Marketing Org
├── Workspace: Acme CRM (domain: acme.com)
│   ├── Owner: [email protected]
│   ├── Owner: [email protected]
│   └── Member: [email protected]
├── Workspace: Acme Analytics (domain: acme-analytics.com)
│   ├── Owner: [email protected]
│   └── Member: [email protected]
└── Workspace: Acme Mobile App (domain: acmeapp.io)
    └── Owner: [email protected]

Role Permissions

Workspace Roles

Owner
Member

Full control over the workspace.Permissions:

View dashboard, prompts, and all data ✅
Add/edit/delete prompts ✅
Run prompts and schedule automation ✅
Invite and remove members ✅
Edit brand name and domain ✅
Change workspace settings ✅
Delete workspace ✅
Update organization name ✅ (if organization owner)

Use cases:

Marketing leads
Product managers
Executives overseeing brand strategy

Permission Implementation

From apps/web/src/app/(auth)/people/page.tsx:591:

<TableCell>
  {member.role !== 'owner' && (
    <Button
      variant="ghost"
      size="sm"
      onClick={() => handleWsRemoveMember(member.userId, member.role)}
    >
      <Trash2 className="h-4 w-4" />
    </Button>
  )}
</TableCell>

Owners cannot be removed via the UI—at least one owner must exist per workspace.

Inviting Team Members

Method 1: Email Invite

Invite registered users directly by email.

Navigate to People Page

From any page, click People in the sidebar.

Enter Email and Role

In the Members section:

// From apps/web/src/app/(auth)/people/page.tsx:505
<Input
  placeholder="Email address (we'll invite if needed)"
  value={wsInviteEmail}
  onChange={(e) => setWsInviteEmail(e.target.value)}
/>
<Select value={wsInviteRole} onValueChange={setWsInviteRole}>
  <SelectItem value="member">Member</SelectItem>
  <SelectItem value="owner">Owner</SelectItem>
</Select>
<Button onClick={handleWsAddMember}>Add</Button>

Handle Response

The system checks if the user exists:User found: Immediately added to workspace

// From apps/web/src/app/(auth)/people/page.tsx:146
toast.success('Member added to workspace!');

User not found: Prompt to share workspace code instead

// From apps/web/src/app/(auth)/people/page.tsx:135
toast.error(
  'User not found. Share your workspace code so they can join after signing up.'
);

Already a member: Confirmation message

// From apps/web/src/app/(auth)/people/page.tsx:142
toast.success('This user is already a workspace member.');

For teammates who haven’t signed up yet, use Method 2: Workspace Join Code instead.

Method 2: Workspace Join Code

Every workspace has a globally unique join code that grants instant access.

Copy the Join Code

On the People page, find the Workspace Join Code section:

// From apps/web/src/app/(auth)/people/page.tsx:475
<Input
  readOnly
  value={joinInfo?.workspaceCode ?? ''}
  className="font-mono"
/>
<Button onClick={() => handleCopy(joinInfo?.workspaceCode, 'Workspace code')}>
  Copy
</Button>

Example code: acme-crm-x7j9k2

Share with Teammates

Send the code via:

Slack/Teams message
Email
Internal wiki/docs

Teammate Uses Code

The recipient can join by:During signup:

Create OneGlance account
Enter workspace code when prompted
Auto-joins after email verification

After signup:

Log in to OneGlance
Click workspace switcher (top nav)
Select Join with Code
Enter code and submit

Workspace codes grant Member role by default. To give someone Owner access:

They join via code (becomes Member)
An existing Owner promotes them on the People page

Comparison: Email vs Code

Factor	Email Invite	Join Code
Requires registered user	Yes	No (can use during signup)
Role assignment	Choose during invite	Member only (upgrade later)
Sharing method	One-to-one (manual)	Shareable link/text
Revocation	Remove individual user	Regenerate code (future feature)
Best for	Known teammates already using OneGlance	Onboarding new users or team-wide sharing

Managing Workspace Members

Viewing the Members List

The People page displays all workspace members:

// From apps/web/src/app/(auth)/people/page.tsx:556
<Table>
  <TableHeader>
    <TableRow>
      <TableHead>Name</TableHead>
      <TableHead>Email</TableHead>
      <TableHead>Role</TableHead>
      <TableHead>Actions</TableHead>
    </TableRow>
  </TableHeader>
  <TableBody>
    {wsMembers.map((member) => (
      <TableRow key={member.memberId}>
        <TableCell>{member.userName}</TableCell>
        <TableCell>{member.userEmail}</TableCell>
        <TableCell>
          <span className={getRoleBadgeClass(member.role)}>
            {member.role}
          </span>
        </TableCell>
        <TableCell>
          {member.role !== 'owner' && (
            <Button onClick={() => handleWsRemoveMember(member.userId, member.role)}>
              <Trash2 />
            </Button>
          )}
        </TableCell>
      </TableRow>
    ))}
  </TableBody>
</Table>

Removing Members

Identify the Member

Locate the user in the Members table.

Click Remove (Trash Icon)

Only visible for non-owner members.

// From apps/web/src/app/(auth)/people/page.tsx:158
const handleWsRemoveMember = async (userId: string, role: string) => {
  await removeWsMemberMutation.mutateAsync({ workspaceId, userId, role });
  toast.success('Member removed from workspace.');
  await wsMembersQuery.refetch();
};

Confirm Removal

The member immediately loses access to the workspace. They can rejoin via the workspace code if needed.

Owners cannot remove other owners via the UI. To remove an owner:

Owner voluntarily leaves the workspace (not yet implemented)
Database admin directly edits workspace_members table (self-hosted only)

Promoting Members to Owner

Currently, there’s no UI to promote members to owners. This requires database access:

UPDATE workspace_members
SET role = 'owner'
WHERE user_id = '{userId}' AND workspace_id = '{workspaceId}';

A future UI will support role changes.

Editing Workspace and Organization Details

Updating Brand Workspace

Navigate to People Page

Only Owners can edit workspace details.

Click Edit Icon (Pencil)

In the Brand Workspace card:

// From apps/web/src/app/(auth)/people/page.tsx:286
<Button
  variant="ghost"
  onClick={() => setIsEditingWorkspace(true)}
>
  <Pencil className="h-4 w-4" />
</Button>

Modify Fields

Brand Name: The name AI providers should mention (e.g., “Salesforce”)
Brand Domain: Primary domain without protocol (e.g., “salesforce.com”)

Changing brand name or domain erases all analyzed data for this workspace. Raw prompt responses remain intact, but you’ll need to re-run analysis.From apps/web/src/app/(auth)/people/page.tsx:180:

const confirmed = window.confirm(
  'Changing brand details will erase all analyzed data for this workspace and require re-analysis. Prompt responses will remain intact. Continue?'
);

Save Changes

Click Save. The system:

Updates workspace name/domain
Clears brand_analysis data from ClickHouse
Preserves raw prompt responses
Shows confirmation:

// From apps/web/src/app/(auth)/people/page.tsx:195
if (result?.analysisReset) {
  toast.success(
    'Brand details updated. Previous analysis was cleared and will be regenerated on next analysis run.'
  );
}

Updating Organization Name

Click Edit Icon (Pencil) in Organization Card

Only Owners can rename organizations.

Enter New Name

The organization name appears in:

Workspace switcher
Join code metadata
Future billing/invoice labels

Save Changes

// From apps/web/src/app/(auth)/people/page.tsx:225
await updateOrgMutation.mutateAsync({
  workspaceId,
  organizationName: organizationName.trim(),
});
toast.success('Organization name updated.');

If the mutation fails with “Only workspace owners can update organization name”, verify you have the Owner role.

Team Workflow Best Practices

1. Define Clear Ownership

Assign owners based on responsibility, not seniority.

Example Role Assignment

Marketing Team (10 people):

Owners (2): CMO, Marketing Ops Manager
Members (8): Content writers, SEO specialists, analysts

Reasoning:

Owners control scheduling and brand settings
Members collaborate on prompt strategy and analysis
Avoids too many cooks (5+ owners often conflict on settings)

2. Coordinate Prompt Additions

Multiple members can edit prompts simultaneously, but save operations are sequential.

Designate a Prompt Lead

One person owns the “source of truth” prompt list (e.g., in a Google Doc or Notion).

Batch Updates Weekly

Rather than everyone editing prompts ad-hoc:

Teammates propose prompts in shared doc
Lead reviews and adds to OneGlance weekly
Reduces save conflicts and maintains prompt quality

Use Naming Conventions

Prefix prompts by category:

[Awareness] What are the best CRM tools?
[Consideration] Compare Salesforce vs HubSpot
[Decision] Is HubSpot worth it for a 10-person team?
[Feature] Which CRM has the best mobile app?

This helps the team understand prompt coverage at a glance.

3. Schedule Runs During Low-Traffic Periods

Scheduled runs can take 5-15 minutes depending on prompt count and enabled providers.

Schedule runs outside business hours (e.g., daily at midnight) so fresh data is ready when the team starts work.

Members can export data for presentations or external tools. Example workflow:

Analyst exports Dashboard data (JSON)
Processes in Python/R for custom visualizations
Shares insights in Slack or internal dashboard

See Managing Prompts - Exporting for export formats.

5. Regularly Review Prompt Performance

Schedule a recurring team meeting (weekly or bi-weekly) to:

Review GEO score trends
Identify low-performing prompts
Add prompts for new product features or campaigns
Remove outdated prompts

Agenda template:

1. Dashboard overview (5 min)
   - Presence rate trend
   - Top competitor changes
   - Source citation shifts

2. Prompt performance (10 min)
   - Best-performing prompts (high GEO scores)
   - Worst-performing prompts (low visibility)
   - Prompts where brand isn't mentioned

3. Action items (5 min)
   - New prompts to add
   - Content gaps to address
   - Schedule adjustments

Multi-Workspace Management

If your organization tracks multiple brands, consider this structure:

One Workspace per Brand

Example: SaaS company with 3 products

Acme Software Inc (Organization)
├── Workspace: Acme CRM (domain: acmecrm.com)
├── Workspace: Acme Analytics (domain: acme-analytics.com)
└── Workspace: Acme Mobile (domain: acmeapp.io)

Advantages:

Clear separation of metrics
Different teams can own different workspaces
Isolated prompt strategies

Disadvantages:

Must switch workspaces to compare brands
No cross-workspace reporting (yet)

Shared Access Patterns

You can grant users access to multiple workspaces:

User: [email protected]
├── Owner of Acme CRM workspace
├── Member of Acme Analytics workspace
└── No access to Acme Mobile workspace

User: [email protected]
├── Owner of all 3 workspaces (CMO)

Add Alice to multiple workspaces by inviting her email address to each workspace separately.

Access Control Patterns

Read-Only Access

OneGlance does not currently support a “Viewer” role. All members have read/write access to prompts and settings.Workaround for read-only users:

Export data (JSON/CSV) and share externally
Use API keys (future feature) with read-only scopes
Create a separate “reporting” workspace with limited prompts

Agency/Client Access

If you’re an agency managing OneGlance for clients: Option 1: Separate Organizations

Each client has their own organization
You (agency) are added as Owner to each client’s workspaces
Client team members are Members

Option 2: Single Agency Organization

Your agency owns the organization
Each client brand is a separate workspace
Client team members are Members
Easier for you to manage billing and access

Option 2 means clients see ALL workspaces in the organization via the workspace switcher. If you need full isolation, use Option 1.

External Consultant Access

Grant temporary access via Member role:

Add Consultant as Member

Invite via email or share workspace code.

Consultant Performs Work

They can add prompts, run analysis, and export data.

Remove Access When Done

Owner removes the consultant from the Members list.

Before removing, have the consultant export any analysis they need. Removed members lose all access immediately.

Troubleshooting

Teammate can't join via workspace code

Possible causes:

Code contains typos or extra spaces
They’re entering an organization code instead of workspace code
Code was regenerated (future feature)

Solution:

Re-copy the code from People page
Verify format: {brand-name}-{random-string} (e.g., acme-crm-x7j9k2)
Use email invite instead as a fallback

Member can't edit workspace settings

Expected behavior: Only Owners can edit brand name, domain, or organization name.Solution: An Owner must promote the Member to Owner (requires database access currently).

Can't remove an owner from the workspace

Expected behavior: Owners cannot remove other owners via the UI.Reasoning: Prevents accidental lockout if only one owner remains.Solution: For self-hosted deployments, manually update the database:

DELETE FROM workspace_members
WHERE user_id = '{userId}' AND workspace_id = '{workspaceId}' AND role = 'owner';

Ensure at least one owner remains.

Conflicting prompt changes by multiple users

Scenario: Two members edit prompts simultaneously.Behavior: Last save wins. If Alice and Bob both modify prompts:

Alice saves → prompts updated
Bob saves → Bob’s changes overwrite Alice’s

Solution: Coordinate via communication (“I’m editing prompts now”) or batch updates weekly as described in Best Practices.

User sees 'No workspace selected' after joining

Cause: The workspace switcher is set to an invalid workspace ID.Solution: Click the workspace switcher (top nav) and select the workspace they just joined.

Security Best Practices

1. Limit Owner Count

More owners = more risk of accidental deletions or configuration changes.

Recommended: 2-3 owners maximum per workspace, even for large teams.

2. Rotate Workspace Codes

Code rotation is not yet implemented. For now, if a code is compromised:

Review Members list for unauthorized users
Remove unauthorized members
Contact support to regenerate the code (self-hosted: update in database)

3. Audit Member Access Quarterly

Review the Members list every 3 months:

Remove former employees
Downgrade contractors who no longer need access
Verify Owner list is still accurate

4. Be Careful with Brand Setting Changes

Changing the brand name or domain erases analysis data. Document current settings before editing:

# Self-hosted users: backup workspace settings
pg_dump -t workspaces -t workspace_members -f backup.sql oneglanse_db

Next Steps

Managing Prompts

Coordinate prompt strategy across your team

Scheduling

Set up automated runs that align with team workflows

Interpreting Metrics

Share insights from GEO scores and competitive analysis

API Reference

Programmatically manage team access and permissions

Setup Guide - Creating your first workspace
Quickstart - Account creation and authentication
Local Setup - Self-hosting for enterprise access control

Get Started

Core Concepts

Guides

​Overview

​Understanding the Team Structure

​Organizations

​Workspaces

​Example Structure

​Role Permissions

​Workspace Roles

​Permission Implementation

​Inviting Team Members

​Method 1: Email Invite

​Method 2: Workspace Join Code

​Comparison: Email vs Code

​Managing Workspace Members

​Viewing the Members List

​Removing Members

​Promoting Members to Owner

​Editing Workspace and Organization Details

​Updating Brand Workspace

​Updating Organization Name

​Team Workflow Best Practices

​1. Define Clear Ownership

​2. Coordinate Prompt Additions

​3. Schedule Runs During Low-Traffic Periods

​4. Share Insights via Exports

​5. Regularly Review Prompt Performance

​Multi-Workspace Management

​One Workspace per Brand

​Shared Access Patterns

​Access Control Patterns

​Read-Only Access

​Agency/Client Access

​External Consultant Access

​Troubleshooting

​Security Best Practices

​1. Limit Owner Count

​2. Rotate Workspace Codes

​3. Audit Member Access Quarterly

​4. Be Careful with Brand Setting Changes

​Next Steps

Managing Prompts

Scheduling

Interpreting Metrics

API Reference

​Related Concepts

Build docs developers (and LLMs) love

Overview

Understanding the Team Structure

Organizations

Workspaces

Example Structure

Role Permissions

Workspace Roles

Permission Implementation

Inviting Team Members

Method 1: Email Invite

Method 2: Workspace Join Code

Comparison: Email vs Code

Managing Workspace Members

Viewing the Members List

Removing Members

Promoting Members to Owner

Editing Workspace and Organization Details

Updating Brand Workspace

Updating Organization Name

Team Workflow Best Practices

1. Define Clear Ownership

2. Coordinate Prompt Additions

3. Schedule Runs During Low-Traffic Periods

4. Share Insights via Exports

5. Regularly Review Prompt Performance

Multi-Workspace Management

One Workspace per Brand

Shared Access Patterns

Access Control Patterns

Read-Only Access

Agency/Client Access

External Consultant Access

Troubleshooting

Security Best Practices

1. Limit Owner Count

2. Rotate Workspace Codes

3. Audit Member Access Quarterly

4. Be Careful with Brand Setting Changes

Next Steps

Related Concepts