> ## Documentation Index > Fetch the complete documentation index at: https://help.hubsy.cloud/llms.txt > Use this file to discover all available pages before exploring further. # Team Collaboration > Organize files, manage team access, and collaborate effectively ## Collaborate with Your Team Hubsy Cloud makes team collaboration simple and efficient. Organize files in folders, invite team members, and manage access with ease. ## Team Features Create folders that entire teams can access and collaborate on Invite colleagues and assign appropriate access levels Request files from others directly into your folders See real-time updates on team file activity ## Setting Up Your Team Team collaboration features are available on Pro and Enterprise plans. View plan features and pricing 1. Go to Team Settings 2. Click "Invite Members" 3. Enter email addresses 4. Assign roles (Member, Manager, Admin) 5. Send invitations Invited members will receive an email to join your team. 1. Create a new folder 2. Click "Share with Team" 3. Select team members or groups 4. Set permissions (View, Edit, Manage) 5. Share folder Shared folders appear in all team members' file lists. Team members can now: * Upload files to shared folders * Edit and organize files * Comment on files (coming soon) * Track changes and activity ## Team Roles Assign the right role to each team member: **Standard Team Member** Can: * Access shared folders they're invited to * Upload and download files * Create personal folders * Share files externally (if permitted) Cannot: * Invite new team members * Change team settings * Access all team files **Team Manager** Can: * All Member permissions * Create and manage shared folders * Invite new members * View team activity * Manage folder permissions Cannot: * Change team billing * Remove admins * Delete the team Available on Enterprise plan **Team Administrator** Can: * All Manager permissions * Manage billing and subscriptions * Add/remove any team member * Access all team files * Configure team settings * Delete the team Admin role has full control. Assign carefully. Available on Enterprise plan ## Shared Folders ### Creating Shared Folders Best practices for shared folders: * Create folders for each project * Use clear, descriptive names * Add subfolders for organization * Example: "Q1 Marketing Campaign/Graphics" * Create department-level folders * Separate by function (Sales, Marketing, etc.) * Control access by team * Example: "Sales/Proposals/2024" * Create template folders for common projects * Duplicate for new projects * Maintain consistent structure * Example: "Project Template" → "Client Project A" ### Folder Permissions Control who can do what in shared folders: * **View Only**: See and download files * **Can Upload**: Add new files to folder * **Can Edit**: Modify and delete files * **Can Manage**: Full control including sharing Use restrictive permissions by default, grant more access as needed. ## File Requests Request files from anyone, even if they don't have Hubsy: 1. Click "New File Request" 2. Choose destination folder 3. Add request title and description 4. Generate request link Send the link to anyone via: * Email * Messaging apps * Social media * QR code (coming soon) Recipients: * Click the link (no account needed) * Upload files directly * Files appear in your folder automatically **Use Cases for File Requests:** * Collect documents from clients * Gather team submissions * Receive files from external partners * Consolidate files from multiple sources ## Team Activity ### Activity Feed Stay updated with real-time activity: * Who uploaded/downloaded files * File modifications and deletions * New shares and permissions changes * Team member additions/removals ### Notifications Get notified about important events: Configure email alerts for team activity Real-time notifications in Hubsy Cloud Notifications on your mobile device Daily or weekly activity summaries ## Team Management ### Managing Members As an admin or manager: 1. View all team members 2. See their role and status 3. Change roles or permissions 4. Remove members when needed 5. Track team storage usage ### Team Storage Monitor and manage team storage: * View total team storage usage * See usage by member * Identify large files/folders * Manage storage allocation (Enterprise) Enterprise plans allow admins to set per-member storage limits. ## Collaboration Best Practices Create consistent naming standards: * Use date prefixes (2024-01-15\_report.pdf) * Include version numbers (proposal\_v3.docx) * Be descriptive but concise * Avoid special characters Manage access carefully: * Give minimum necessary permissions * Review permissions regularly * Remove access when no longer needed * Use groups for easier management Keep team informed: * Notify when uploading important files * Explain significant changes * Use descriptive folder names * Document folder structure (README files) Maintain organized folders: * Archive completed projects * Delete unnecessary files * Consolidate duplicates * Review shared folders quarterly ## Security for Teams ### Access Controls Protect your team's data: * **Two-Factor Authentication**: Require 2FA for all team members * **IP Restrictions**: Limit access to specific IP addresses (Enterprise) * **Session Timeout**: Auto-logout inactive users * **Audit Logs**: Track all team activity (Enterprise) ### Compliance For regulated industries: * GDPR compliance features * Data residency options (Enterprise) * Legal hold capabilities (Enterprise) * eDiscovery support (Enterprise) ## Next Steps Advanced team collaboration techniques Organize team files effectively