Managing your workspace and team(s)

The Owner or Admin of a Shorthand workspace can add colleagues to the workspace by clicking Settings in the bottom left of the dashboard, then Members.

On the resulting Workspace settings page, a short form allows for the invitation of new members via email, and if your plan allows for multiple teams, assign the invited user to a team. An invitation will be sent to the specified email addresses, and asks the recipient to create a Shorthand account.

Once an invited user has accepted the invitation and created their account, the workspace owners and team leaders (on plans with the Team Leader role) will receive a notification letting them know that the new user has joined.

From this page, for users who are Owners or Admins, options also include:

Any workspace member also has the ability to add other members or invite new users to their team. To do so, if you have multiple teams, choose the appropriate team from the top left of the dashboard, then 'Settings' from the bottom left.

In the window that opens, there's a drop-down menu to very quickly add to this team a member from one of your other teams, and a short form to Invite someone new. Add the name and address of the person you'd like to add, and they'll receive an invitation to the workspace and the team from which you invited them.

The other, perhaps faster, way to add a new user to your team is to add them directly to a story in that team. When they accept the invitation, they'll become a member of your workspace and of the team you invited them to. Additionally, the story you invited them from will be on their dashboard. To add a new user to a story, there's a button in the top-right of the story editor:

Clicking the button will open a small form from which you can invite an existing team member to the story, or invite a whole new user to the workspace, team and story:

On some plans, any team member can change team settings. In plans with Team Leaders, each team is maintained by one or more leaders (set by the workspace owner). Team leaders can revoke team access of other members, assign publishing permission to individual members, and set publishing and theme options for the team.

In these plans, workspace owners and administrators can manage team settings by choosing the appropriate team from the top left of the dashboard, then Settings from the bottom left:

At the bottom of the resulting screen are a number of team-related categories:

From this page, for users with appropriate permissions, options include:

A workspace Owner, Admin or Team Leader can delete a team, rename a team, or upload a team logo from the team Profile page, which can be accessed on the left side of the dashboard by selecting the team and going to Team Settings > Profile.
​
Before you can delete a team you must first ensure that all content (eg Stories, Projects, Collections) under the team has been deleted. If needed, you can copy standalone Stories to a different team before deleting.
​

If your plan includes Team Leaders and you are a leader of any team, you may have an additional option on the workspace : Leader view.

When the leader view option is set to on, a team leader will be able to see every story created in the current team, regardless of whether they are a collaborator on those stories or not.

This feature may be beneficial for leaders to temporarily assess all the work in the team, or to access, review, publish, or reassign a story to another team member if the current story owner is unavailable.

For leaders using this view, stories they wouldn't normally have access to are shown on their dashboard as slightly dimmed:

While in Leader View, a leader may preview or edit a story and add other team members as collaborators on the story, including themselves.

In plans that don't include team leaders, the equivalent feature is a toggle marked "ALL STORIES", and is available to all members of the workspace. In these plans the toggle switches the dashboard from showing only the stories for which the current user is an owner or editor, to instead show all stories in the team, including those for which the user has not been asigned as an editor.

Some Shorthand plans allow for multiple teams, and they are a great way to split groups of users, types of content, themes, and publishing locations: which can all be set to differ by team. If your subscription allows for multiple teams, you can easily add more with a button on the left-side of the dashboard:

If you have access to multiple teams, it is important to remember to start your new story in the right team as they can't be moved between teams. From the dashboard, if you create a new story from within a single-team view (or if you only have access to one team), then your story will be in the right place. If you start from the all teams view of the dashboard, then when you start a new story you'll be presented with a screen from which to choose the team that the story will be created in.