Work with a team

Give colleagues access to the cards you work on together. This guide walks through creating a workspace, inviting people, choosing roles, and sharing cards.

How teams work

A team keeps selected cards in one shared workspace. You choose which of your cards to share. Teammates can then open those cards, and their role determines whether they can edit them. Cards you do not share remain in your own account.

Team workspaces are available on Pro and Enterprise. Pro includes two invited members, and Enterprise includes five. The owner does not use an invited member seat. Pending invitations reserve seats until they are accepted or revoked.

A simple view of the setup sequence. Follow the sections below for each action. Open the image to view it larger.

A person can belong to one team at a time. Sharing a card gives the team access to that card; it does not move ownership away from the person who created it.

Create your team

Open Dashboard → Team. If you see an upgrade message, open Billing and choose a plan with team access.
Enter a Team name that colleagues will recognize, such as KMD Studio.
Check the Team URL shown below the name. ShepCard suggests a short version of your name, such as kmd-studio. You can change it before creating the team.
Select Create team. You are the owner and the first Admin.

The Team URL identifies the workspace in ShepCard. Your card links still use their own addresses. If the URL is already taken, enter another short name and try again.

Choose the right role

Pick a role based on what each person needs to do. You can change a member's role later from the Members list.

Role	Can do	Use it for
Admin	Invite and remove members, change roles, share their own cards, unshare team cards, and edit shared cards.	A trusted person who manages the workspace.
Editor	Open and edit cards already shared with the team.	A colleague who updates card content.
Viewer	Open shared cards in the dashboard without editing them.	A colleague who needs to review cards.

The team owner controls the workspace itself and is the only person who can delete it. A card's original owner keeps ownership of that card.

Invite a teammate

In Dashboard → Team, find Invite members. This section is visible to Admins.
Enter your colleague's email address. Choose Admin, Editor, or Viewer, then select Invite.
The invitation is sent by email. You can also select Copy link in the confirmation or beside a pending invitation and send it directly to that person.
Ask your colleague to open the link, sign in or create an account with the same email address, and select Accept invitation.
Return to Team. The person moves from pending invitations into Members after accepting.

Illustration of the Invite members area. Use your colleague's actual email address. Open the image to view it larger.

Invitation links expire after seven days. If an invitation is pending, an Admin can copy its link, resend it, or revoke it. Resending creates a new link, so the previous link stops working.

Share a card and work on it together

Create a card from Dashboard → Cards if you do not already have one. Cards in the Archived tab need to be restored before sharing.
As an Admin, open Dashboard → Team and find Shared cards.
Choose one of your own cards from the list, then select Share with team. An Admin cannot share a card owned by another person.
The card appears in Shared cards. Admins and Editors can open it to make changes. Viewers can open it to review it.
When the card is ready for visitors, publish it from the card editor and share its public link or QR code. A draft remains private until published.

Illustration of the Shared cards area. The card list contains cards you own and can share. Open the image to view it larger.

To stop team access, an Admin can select the remove control beside a shared card. The card stays with its owner. Team access also ends for a member who leaves or is removed.

Manage members and invitations

Change a role: In Members, an Admin selects the role beside a person's name. Choose Admin, Editor, or Viewer.
Remove a member: An Admin selects the remove control beside that person. They lose access to team-shared cards.
Resend an invitation: In pending invitations, select the resend control. Give the recipient the new link if email does not arrive.
Revoke an invitation: Select the revoke control beside a pending invitation. Its link can no longer be used.

The owner's role cannot be changed, and the owner cannot be removed. Keep at least one Admin in the team so someone can manage access.

Leave or delete a team

Members who are not the owner can select Leave team at the bottom of the Team page. They lose access to cards shared by the team. The owner can select Delete team to disband the workspace. Deleting removes members and pending invitations; cards stay with their original owners.

Deleting a team cannot be undone. If you only want to stop sharing one card, remove that card from Shared cards instead.

Troubleshooting

I cannot create a team: Check that your plan includes team access and that you are not already in another team. If the Team URL is taken, choose a different one.
My colleague did not receive the invitation: Check the address in pending invitations. Copy the link and send it directly, or use Resend. Ask the recipient to check spam or junk mail.
The invitation says wrong account or expired: The recipient must sign in with the invited email address. An expired link needs a new invitation or a resend from an Admin.
I cannot invite another member: Check the seats shown beside the team name. Pending invitations also use seats. An Admin can revoke an unused invitation, or the owner can review plans in Billing.
A card is missing from the share list: Only an Admin can share a card they own. Restore archived cards from the Cards page first.
I can open a card but cannot edit it: Ask an Admin to check your role. Viewers have read access. Plan or subscription restrictions can also limit editing.