How to Use Global Team Management

Manage team members across all your knowledge bases from one central location. Global Team Management is available on Professional and Enterprise plans.

What is Global Team Management?

Global Team Management lets you manage team members for all your knowledge bases from a single dashboard. Instead of managing teams per knowledge base, you can add team members once and assign them to multiple knowledge bases.

Plan Availability

Global Team Management is available on:

• Professional Plan: Full global team management
• Enterprise Plan: Full global team management with advanced features
• Starter Plan: Per-knowledge-base team management only
• Free Plan: No team collaboration

Accessing Global Team Management

Step 1: Navigate to Settings

1. Log in to your Zuro account
2. Go to Settings → Team Management tab
3. View global team overview

Step 2: View All Team Members

• See all team members across all knowledge bases
• View which KBs each member has access to
• See roles and permissions
• Check activity and status

Adding Team Members Globally

Step 1: Invite Team Member

1. Click "Add Team Member"
2. Enter team member's email address
3. Select default role (can be changed per KB)
4. Choose which knowledge bases to grant access to
5. Click "Send Invitation"

Step 2: Team Member Accepts

1. Team member receives email invitation
2. They click invitation link
3. Create account or log in
4. Accept invitation
5. Access granted to selected knowledge bases

Managing Team Members

Viewing Team Overview

• All members: See everyone across all KBs
• Per-KB view: See who has access to each KB
• Role summary: View role distribution
• Activity status: See who's active

Updating Permissions

1. Find the team member
2. Click "Edit" or "Manage Access"
3. Update role for specific KBs
4. Add or remove KB access
5. Save changes

Removing Team Members

1. Find the team member
2. Click "Remove" or "Revoke Access"
3. Choose to remove from all KBs or specific ones
4. Confirm removal
5. Access revoked immediately

Roles and Permissions

Owner

• Full control over all knowledge bases
• Manage all settings and users
• Access billing and subscription
• Delete knowledge bases

Admin

• Manage content and users
• Configure settings
• Cannot access billing
• Can manage team members (Editor/Viewer roles)

Editor

• Create and edit articles
• Manage categories
• Submit for approval
• Cannot manage users

Viewer

• Read-only access
• View all content
• Cannot make changes

Assigning Access to Knowledge Bases

Per-Knowledge Base

1. Select team member
2. Click "Manage Knowledge Bases"
3. Check/uncheck knowledge bases
4. Set role for each KB (can differ)
5. Save changes

Bulk Assignment

1. Select multiple team members
2. Choose "Bulk Actions"
3. Assign to knowledge bases
4. Set roles
5. Apply to all selected members

Benefits of Global Management

Centralized Control

• One place: Manage all teams from one dashboard
• Easier overview: See everything at a glance
• Faster updates: Change permissions quickly
• Better organization: Clear view of access

Efficiency

• Add once: Invite team member once, assign to multiple KBs
• Update quickly: Change permissions across KBs easily
• Less duplication: No need to invite same person multiple times
• Time saving: Manage teams more efficiently

Better Visibility

• See all access: View who has access to what
• Track activity: Monitor team member activity
• Identify gaps: See which KBs need team members
• Optimize access: Right-size permissions

Best Practices

Team Organization

• Start with global view: Add team members globally first
• Assign strategically: Give access only to needed KBs
• Use appropriate roles: Don't over-grant permissions
• Review regularly: Audit access quarterly

Permission Management

• Principle of least privilege: Grant minimum needed access
• Role-based: Use roles appropriately
• Per-KB flexibility: Different roles for different KBs
• Document access: Keep track of who has what access

Onboarding

• Add team members: Invite all team members
• Assign to KBs: Grant access to relevant knowledge bases
• Set roles: Assign appropriate roles
• Provide training: Help team members get started

Troubleshooting

Team Member Can't Access KB

• Verify they're assigned to the knowledge base
• Check their role has required permissions
• Ensure invitation was accepted
• Verify KB is active and published

Can't Add Team Member

• Check you're on Professional or Enterprise plan
• Verify you have Owner or Admin role
• Ensure team member email is correct
• Check you haven't exceeded team limits

Permissions Not Working

• Verify role has required permissions
• Check per-KB role assignments
• Ensure changes were saved
• Refresh and try again

Related Articles

• How to Set Up Team Members
• What team collaboration features are included?
• How to Use the Approval Workflow