Team & Collaboration

Operational aspect	What to know in ActLoom
Prerequisites	A workspace must already exist. Team workflows matter most once the company has active systems, assessments, reports, or governance work that needs shared ownership.
Main inputs	Invitee email, selected role, current actor permissions, and later membership status changes such as resend, cancel, remove, or role change.
Main outputs	Active membership roster, pending invites, explicit role allocation, and clearer accountability for compliance operations.
Who typically uses it	Owners, admins, executive stakeholders, and operational leads coordinating multi-person compliance work.
Plan access	Team collaboration is available across plans. The main differences by plan come from workspace scale rather than the existence of the member model itself.
Relevant routes	/api/companies/[id]/members, /api/companies/invite/accept, /dashboard/members

Invite Members

The team page in ActLoom is the live workspace roster. It is where you invite people, track whether they accepted access, and control who can operate the workspace versus who only needs visibility for governance and reporting.

What this page helps you do

Invite the right people at the right level

You do not need to over-admin the workspace. ActLoom lets you keep ownership narrow, give admins operational control, and reserve executive access for oversight use cases.

Track real invitation status

The members table reflects whether someone is active, still pending, or expired, so you can see immediately which invites are blocking collaboration.

Keep accountability explicit

This is where the owner decides who can manage people, who can work operationally, and who should only review governance outputs and reports.

How Invitation Works In The App

Select Workspace

Choose the company workspace if you belong to more than one.

Send Invite

Enter the email and choose the role allowed by your own access level.

Accept Link

The invitee receives an email link. If they are not signed in yet, ActLoom redirects them through signup before accepting.

Status Updates

The row moves from pending to active once accepted. Expired invites can be resent from the same page.

Team Members (4)

+ Invite Member

Thomas Durand

thomas@techcorp.eu

OwnerActive

Marie Lambert

marie@techcorp.eu

AdminActive

Paul Chen

paul@techcorp.eu

MemberActive

Sophie Klein

sophie@techcorp.eu

MemberPending

Fig 24. Team management — invite members, assign roles, and view team activity.

Who is acting	Can invite	Can assign role	Can resend / cancel	Can change role
Owner	Yes	Member, Admin, Executive	Yes	Yes
Admin	Yes	Member only	Yes, for member invites and members	No
Executive	No	No	No	No
Member	No	No	No	No

Operational details reflected by the product

Invites are time-limited: the API sets invite expiry to 7 days, and expired invites can be resent from the team table.
The owner appears directly in the members list as a dedicated owner row, even though ownership is not stored like a normal member record.
Admins can manage everyday membership operations, but only the owner can invite or promote someone to admin or executive.
Admins also cannot change roles: they can invite members, resend pending invites, and remove standard members, but role changes remain owner-only.

Roles & Permissions

ActLoom does not use a simple owner-admin-member model. The application has four distinct access levels, and `executive` is a real role in the product. It is designed for governance and reporting visibility, not for team administration.

Role	Primary purpose	Team page	Governance / reports	Billing & settings
Owner	Legal and operational owner of the workspace	Can invite any role, resend invites, remove members, and change roles	Full access including governance and report operations	Only role that can manage subscription and billing changes
Admin	Day-to-day workspace operator	Can invite members, resend or cancel standard invites, and remove standard members	Can operate reports, but does not receive the dedicated executive governance lane	Can manage many workspace settings and integrations, but billing changes stay owner-only
Executive	Senior stakeholder who needs oversight rather than admin control	Cannot manage team membership	Has executive-style access to governance and report workflows	Billing remains read-only and team management is unavailable
Member	Contributor who collaborates in the workspace	Cannot invite, remove, or promote anyone	No dedicated governance permission set	No billing control

Executive is not a super-admin

In ActLoom, the `executive` role is not interchangeable with `admin`. Executives are useful when a senior decision-maker needs access to governance outputs, oversight views, and report actions without getting team management or billing authority.

Typical person	Recommended role	Why this fits the app
Founder, legal entity owner, or primary workspace sponsor	Owner	This person controls billing, ownership-sensitive settings, and the final approval layer for access escalation.
Compliance manager or operations lead	Admin	This is the best role for the person who actually runs the workspace every week and needs to maintain the team roster.
C-level reviewer, board-facing stakeholder, or senior business sponsor	Executive	Use this when someone needs visibility into governance and reporting outcomes without becoming a workspace operator.
Engineering, product, legal, privacy, or audit contributors	Member	This keeps collaboration broad while preventing accidental changes to access, billing, or role structure.

Recommended operating model

Keep ownership narrow: one owner is ideal, two at most if you need business continuity.
Use admin for the person running compliance operations, not for every senior person in the company.
Use executive when a stakeholder needs dashboards, governance visibility, and report access but should not touch invitations or billing.
Review the team table after audits, reorganisations, or leadership changes so outdated executive or admin access does not remain in place.

Related Sections

Governance & AIMS

Use this when role clarity and ownership need to feed audits, reviews, objectives, or non-conformity follow-up.

Security

Go here when role design discussions extend into access boundaries, audit trails, SSO, or machine credentials.

AI Literacy

Read this when team segmentation should drive training assignments, renewals, and certificate coverage.

Artifacts

Use this when ownership decisions need to map directly to the records and outputs the team must maintain.

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