Assigning Roles & Teams

Short Description Every user has one role and at least one team. This article covers how to assign and change both.

What this article answers

The role vs team distinction.
How to assign and change role.
How to add and remove team membership.

Role vs team — quick recap

Role controls what a user can do (which menus, actions, permissions).
Team controls which content a user can see and act on, plus approval rights.

Every user has one role (only one — see Can a user have more than one role?) and one or more teams (multi-team membership is allowed).

Assigning a role

Go to Settings → Users.
Click the user's name to open their profile.
Open the Role dropdown.
Select the role.
Save.

The role change takes effect immediately. The user may need to refresh their browser to see new menu items appear (or old ones disappear).

Assigning teams

Adding a team

From the user's profile, click Add Team.
Select the team from the list.
Save.

The user is now a member of the team and can see/act on its content per the team's collaboration rules.

Removing a team

From the user's profile, find the team in the team list.
Use the remove action (icon or menu).
Save.

If removing leaves the user with no teams, you'll need to add another team — Hive9 requires every user to have at least one.

Setting team-level permissions

Team membership has two toggles per user:

Can Edit Team Content — Yes/No.
Can Approve for Team — Yes/No.

These are set on the team itself (Settings → Teams → team → membership list), not on the user profile.

Each team must have at least one member with Can Approve = Yes — Hive9 enforces this.

[SCREENSHOT NEEDED — Team membership grid with Can Edit / Can Approve toggles]

When to change role vs change team

A user needs different feature access? Change role.
A user needs to see different content? Change teams.
A user has been promoted to approver? Update Can Approve = Yes on their existing team membership.
A user spans multiple parts of the org? Add additional teams.

Common questions

Can a user have both a role and multiple teams? Yes — that's the normal configuration. One role, multiple teams.

What if I assign a role that has fewer permissions than the user's current role? The user's effective capabilities reduce immediately. They may lose access to menus and content they previously had.

How do I see which users have which role? Settings → Users → filter by Role. You can also use Settings → Roles → click a role to see its assigned users.

Can I bulk-assign roles or teams? Bulk operations on users are limited. Some instances expose this via Honeycomb / admin tools. Most role and team changes are per-user.