What Are Teams?
Teams in Claap allow you to group workspace members together for easier management and permission control. Instead of managing individual users one by one, you can organize members into logical groups and apply permissions to entire teams at once.
Why Use Teams?
Teams help larger workspaces by:
Simplifying member management: Group users by department, project, or function
Streamlining permissions: Grant access to recordings and channels for entire groups
Improving organization: Keep your workspace structured and manageable
Saving time: Invite multiple people at once instead of individually
Creating Teams
Step 1: Access Team Settings
Navigate to Settings in your workspace
Click on the Members panel
Select the Teams tab
Step 2: Create a New Team
Click the Create team button
Enter a descriptive name for your team in the pop-up dialog
Click Create team to confirm, or Cancel to abort
Once created, your new team will appear in the Teams list, displaying the team name and current member count.
Managing Team Members
Adding Members to a Team
Navigate to Settings in your workspace
Click on the Members panel
Select the Teams tab
Click the three dots (⋯) next to the team name
Select Edit people from the dropdown menu
Use the search function to find workspace members
Select multiple members to add to the team
Click to confirm your selections
Other Team Management Options
From the three-dot menu, you can also:
Rename: Change the team's display name
Delete team: Permanently remove the team and its settings
Note: Deleting a team will remove all associated permissions and settings. This action cannot be undone.
Using Teams in Permissions
Adding Teams to Recordings and Channels
Instead of inviting individual members, you can invite entire teams to access recordings and channels:
Open the recording or channel you want to share
Click the Share button
Start typing the team name in the invitation field
Select the team from the dropdown menu
Click Invite to add the team
Set the appropriate permission level for the entire team
Permission Levels
When you invite a team, all team members receive the same permission level you assign.
Available permission levels include:
View only: Can watch recordings and access channel content
Comment only: Can add comments and reactions
Full access: Can modify content and settings
Benefits of Team Permissions
Efficiency: Invite multiple people with one action
Consistency: All team members get the same access level
Easy management: Grant or revoke access for entire groups
Automatic inclusion: New team members automatically inherit team permissions
Who Can Manage Teams
Only users with Owner or Admin roles can:
Create and delete teams
Add or remove team members
Rename teams
Manage team permissions in recordings and channels
Multiple Team Membership
Users can belong to multiple teams simultaneously. When a user is in several teams with access to the same recording or channel, they receive the highest permission level among all their teams.
Best Practices
Team Organization
Use descriptive names: Make team purposes clear (e.g., "Marketing Team," "Sales West Coast," "Project Alpha")
Create logical groups: Organize by department, project, location, or function
Keep teams manageable: Avoid overly large teams that become difficult to manage
Plan your structure: Think about how teams will be used before creating them
Permission Management
Review team access regularly: Audit what recordings and channels each team can access
Use teams instead of individuals: Leverage team permissions rather than individual invitations when possible
Plan permission levels carefully: Consider what each team actually needs to accomplish their work
Document team purposes: Keep track of why each team was created and what they should access
Maintenance
Update memberships promptly: Add new employees and remove departing ones
Clean up unused teams: Delete teams that are no longer needed
Review team structure periodically: Adjust teams as your organization changes
Team automation preferences
Use Teams to configure your meeting recording automation. Check out this article on Meeting recording automation preferences to configure automated recording for individual Teams.
Troubleshooting
Team not appearing in share dialog
Verify you have admin permissions
Ensure the team actually exists and has members
Check that you're typing the team name correctly
Unable to add members to team
Confirm you have admin role in the workspace
Verify the users you're trying to add are actually workspace members
Check that the users aren't already in the team
Team permissions not working
Ensure the team was properly invited to the recording or channel
Verify team members are still part of the team
Check that the recording or channel hasn't been moved or deleted
For additional support with team management, contact your workspace administrator or contact our Support Team at support@claap.io.