Manage Your Team
Conspecta uses a two-level permission model: Teams for organization-level membership and Projects for fine-grained access to specific work. Understanding the two layers lets you share broadly with the right collaborators while keeping in-progress data private when you need to.
Teams and Projects
Teams
A team is your research group or institution. Team membership decides who can see and join projects inside the team. Every user also has a private team automatically, where personal projects and solo work live.
Team roles, in order of authority:
- Owner has full control of the team, including deleting it
- Admin manages members, projects, and team settings
- Member participates in projects they're added to
- Viewer has read-only access to projects they're added to
Projects
Projects live inside teams and hold the actual workspace data: samples, notes, figures, analyses, sequences, and inventory. A project is a focused line of work, such as an aim from a grant, a research program, a study, or anything else you'd otherwise track in its own folder. Project membership decides who can do what with the data.
Project roles, in order of authority:
- Owner has full control of the project, including deleting it
- Admin manages project members and settings
- Editor views, creates, edits, and deletes content in all workspaces
- Viewer views content but can't change anything
A team admin can choose a different project role per member, so someone might be an Editor on one project and a Viewer on another within the same team.
Tip: Use project roles to share some experiments widely while keeping sensitive or pre-publication work limited to a smaller group.
Moving Work Between Projects
When work belongs with a different study, you can move it from one project to another. Samples, image analysis, flow cytometry, figures, and trained AI models can each be moved from their own workspace, usually through bulk selection or the item's menu.
A move carries the item's related data along with it. To a scientist, an image analysis is the analysis together with its pictures, so the move keeps them as one unit. The destination project gets its own copy of:
| When you move… | It brings along |
|---|---|
| an image analysis | its input images and data tables |
| a flow cytometry analysis | its FCS data files and preview |
| a figure | the images shown in its panels |
| a sample | its attached images |
| a trained AI model | its training images and card thumbnails |
A few things to keep in mind:
- It's a copy, not a hand-off. The original project keeps its version and the destination gets an independent copy. Editing one later doesn't change the other.
- The copy counts toward the destination project's storage. A large move adds to that project's cloud storage quota. See Cache and storage for how storage is tracked.
- Very large moves may be declined with a message explaining the limit. If that happens, move fewer items at once. This is a current size limit, not something you did wrong.
Inviting Members
Inviting to a Team
- Open the team's profile (click your team name in the project picker)
- Click Invite Members
- Enter the invitee's email and pick their team role
- Optionally pick the projects they should be added to up front, with a per-project role
- They receive an invitation in their Inbox (and by email if their settings allow it)
Invitations are time-limited. If one expires before it's accepted, send a fresh one.
Adding to a Project
A team member can be added to any project in the team at any time:
- Open the project's settings
- Go to Members
- Add the member and pick their project role
You don't need to send another invite; the existing team member just gets project access.
User Profiles
Every user has a profile with:
- A profile picture and cover image to personalize their identity
- A name and organization
- A bio and publications/URLs they want to share with collaborators
- The teams they belong to
Team Profiles
Each team has a public profile with:
- A description of the group's research
- The member list with current roles
- The projects in the team
- Optional publications/URLs linking to the group's website or papers
Removing Members
Team owners and admins can remove members from the team. Removing a member revokes access to every project in that team.
Careful: Removing a member from a team strips their access to every project inside it. Content they contributed is preserved; only the account loses its access.
Transferring Team Ownership
Every team has exactly one Owner. The Owner is the only person who can change the plan, transfer the team, or delete it. When the right person needs to take over, the current Owner transfers ownership to another active team member.
To transfer ownership:
- Open the team's profile
- Find the member you want to make Owner under Members
- Choose Transfer ownership from their member menu
- Confirm. The previous Owner is automatically demoted to Admin so they keep day-to-day access without the billing responsibility
The transfer is atomic. There's never a moment where the team has no Owner or two Owners.
Billing details don't transfer automatically: The billing customer record on the team keeps the previous Owner's email and payment method until the new Owner updates them. Right after the transfer, the new Owner should open Manage subscription from the team's Subscription section and update the billing email and card. Until that happens, invoices and renewal charges continue to go to the previous Owner.
If the previous Owner needs to leave the team entirely, they can do that from their member menu after the transfer; their access drops to whatever role you've assigned them, or none if they remove themselves.
Account deletion blocks an outstanding ownership: If you try to delete your Conspecta account while you still own a team, the request is rejected with a list of the teams that need to be transferred first. Move ownership of every team you hold, then delete the account.
Next Steps
- Getting started to set up your first team and project
- Inbox and notifications to manage invitations as they come in
- Settings and preferences to customize your account, MFA, and notification preferences