Assigning collections to teams

A Team is a group of users within your organization. Teams are how you control who can order which products. You assign Collections to a Team, and the Staff members on that Team see only those Collections when they log in.

Who can manage Teams

Only Admins can create, rename, and delete Teams. Admins also assign users to Teams and assign Collections to Teams. Designers and Staff can't manage Teams.

How to create a Team

1. Go to team management.
2. Create a new Team and give it a name that matches the group (e.g., "Children's Ministry," "Front Office," "Campus B").
3. Add existing employees to the Team.

How to assign Collections to a Team

Once you have a Team and at least one Collection ready, you can connect them.

1. Open the Team you want to update.
2. Assign one or more Collections to the Team.
3. Staff members on the Team will now see the products in those Collections when they log in.

A Collection can be assigned to more than one Team. For example, a "General Branded Apparel" Collection could be shared across "Front Office," "Children's Ministry," and "Campus B."

What Staff members see

When a Staff member logs in, they see only the Collections assigned to their Team. They browse products within those Collections, select quantities and sizes (for apparel), and place orders.

Staff members don't see the Catalog, other Teams' Collections, or any products outside their assigned set. Everything they see has already been proofed and approved.

When team membership changes

Product access is tied to the Team, not to individual users. When someone joins a Team, they immediately see that Team's Collections. When someone leaves, they lose access. You don't need to update product permissions person by person.

This keeps things stable as your organization grows or roles shift. The Collections stay in place, and access follows the Team.

Putting it together

Here's the full flow: products go through Proofing and land in My Products. You organize them into Collections. You assign those Collections to Teams. Staff members on those Teams can then order from their assigned Collections. Set it up once, and reordering takes care of itself.