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Team Management

Zenovay allows you to collaborate with team members by inviting them to your organization. This guide covers how to manage team members, assign roles, and control access to your analytics data.

Overview

Team management features include:

Invite unlimited team members (on paid plans)
Role-based access control (Owner, Admin, Member, Viewer)
Website-level permissions for multi-site organizations
Activity logging to track team actions
SSO integration for enterprise teams (Scale and Enterprise plans)

The Free plan is limited to 2 team members. Upgrade to Pro or higher to add more team members.

Team Roles & Permissions

Zenovay has four role levels with different permissions:

Owner

Full control over the organization.

Permissions:

✅ Manage billing and subscription
✅ Add/remove team members
✅ Assign roles to members
✅ Delete organization
✅ Access all websites
✅ Modify all settings
✅ View all analytics data
✅ Manage API keys

Limits: 1 owner per organization (can be transferred)

Admin

Administrative access without billing control.

Permissions:

✅ Add/remove team members (except Owner)
✅ Assign Member and Viewer roles
✅ Access all websites
✅ Modify website settings
✅ View all analytics data
✅ Manage API keys
❌ Manage billing
❌ Delete organization
❌ Assign Admin role

Limits: Unlimited

Member

Can manage websites and view analytics.

Permissions:

✅ Add/edit websites
✅ View analytics for assigned websites
✅ Modify tracking settings
✅ Export data
✅ Create API keys (for assigned websites only)
❌ Add/remove team members
❌ Manage billing
❌ Delete websites

Limits: Unlimited

Viewer

Read-only access to analytics.

Permissions:

✅ View analytics for assigned websites
✅ Export data
❌ Modify any settings
❌ Add websites
❌ Manage team
❌ Create API keys

Limits: Unlimited

Inviting Team Members

Send an Invitation

Go to Settings → Team
Click Invite Member
Enter the email address
Select a role (Admin, Member, or Viewer)
Choose which websites they can access (optional)
Click Send Invitation

The invited person will receive an email with an invitation link.

Invitations expire after 7 days. If not accepted, you'll need to resend the invitation.

Bulk Invitations

To invite multiple team members at once:

Click Invite Member → Bulk Invite
Enter email addresses (one per line)
Select the same role for all
Click Send Invitations

Example format:

[email protected]
[email protected]
[email protected]

Invitation Status

Track invitation status in the Team page:

Status	Meaning
Pending	Invitation sent, awaiting acceptance
Accepted	User has joined the team
Expired	Invitation not accepted within 7 days

Resend Invitation: Click the ⟳ icon next to pending invitations.

Managing Team Members

View Team Members

Go to Settings → Team to see:

All active team members
Their roles and permissions
Last activity timestamp
Assigned websites

Change Member Role

Find the team member in the list
Click the role dropdown next to their name
Select new role (Admin, Member, or Viewer)
Confirm the change

Only Owners can assign the Admin role. Admins can only assign Member and Viewer roles.

Assign Websites

Control which websites a team member can access:

Click on the team member's name
Go to Website Access tab
Select websites they should access
Choose access level:
- Full Access: View and modify
- View Only: Read-only access
Save changes

All Websites: Grant access to all current and future websites by selecting "All Websites".

Remove Team Member

Find the team member
Click the ⋮ menu button
Select Remove from Team
Confirm removal

Removed members immediately lose access to:

Organization dashboard
All analytics data
API keys
Team settings

Their account is not deleted - only removed from your organization.

Website-Level Permissions

For organizations with multiple websites, you can assign specific website access to team members.

Default Access

When inviting a member, you can set default access:

All Websites: Access to all sites (recommended for Admins)
Specific Websites: Choose which sites they can access
No Websites: They must be granted access later (default for Viewers)

Per-Website Roles

Assign different permissions per website:

Website	Access Level	Can View	Can Edit
example.com	Full Access	✅	✅
blog.example.com	View Only	✅	❌
test.example.com	No Access	❌	❌

Activity Logging

Track team member actions in the Activity Log:

View Activity Log

Go to Settings → Team → Activity
Filter by:
- Team member
- Action type
- Date range
- Website

Logged Actions

The activity log tracks:

Team member invited/removed
Role changes
Website access granted/revoked
Settings modified
Data exports
API keys created/deleted

Example log entry:

Jan 12, 2025 10:30 AM
[email protected] changed [email protected] role from Member to Admin

Export Activity Log

Export activity logs for compliance or auditing:

Go to Activity Log
Set date range filter
Click Export → CSV

Transfer Ownership

Transfer organization ownership to another team member:

Steps

Go to Settings → Team
Click on Transfer Ownership
Select the new owner (must be existing team member)
Confirm transfer with your password
New owner must accept the transfer

After transfer, you become an Admin. Only the new Owner can manage billing and delete the organization.

When to Transfer

Common scenarios:

Organizational changes (new manager)
Original owner leaving company
Consolidating multiple accounts
Security best practices (dedicated admin account)

SSO Integration (Scale+)

Scale and Enterprise plans can enable Single Sign-On for centralized authentication.

Supported Providers

SAML 2.0: Okta, OneLogin, Azure AD, Google Workspace
OAuth 2.0: GitHub, GitLab
OpenID Connect: Auth0, Keycloak

Enable SSO

Go to Settings → Authentication → SSO
Choose your identity provider
Configure SSO settings:
- Entity ID
- SSO URL
- X.509 Certificate
Test SSO connection
Enable for organization

SSO Enforcement

Once enabled, you can enforce SSO:

Optional: Team members can use SSO or email/password
Required: All team members must use SSO
Required (except Owners): SSO required for all except organization owners

Automatic Provisioning

With SCIM (System for Cross-domain Identity Management):

Automatically create users when added to IdP group
Remove access when removed from IdP group
Sync user attributes (name, email, role)

Contact [email protected] to enable SCIM.

Best Practices

1. Use Principle of Least Privilege

Assign the minimum role necessary:

Viewers for stakeholders who only need to see metrics
Members for team members actively managing analytics
Admins only for those who need to manage team or websites
Owner for billing manager only

2. Regular Access Reviews

Quarterly review of team members:

Remove members who left the organization
Adjust roles for members with changed responsibilities
Revoke website access that's no longer needed

3. Use Website-Level Permissions

For multi-site organizations:

Grant access only to relevant websites
Use "All Websites" sparingly (Admins only)
Review access when launching new websites

4. Monitor Activity Log

Regularly check the activity log for:

Unexpected role changes
Unusual data export activity
Unauthorized access attempts
Configuration changes

5. Enable Two-Factor Authentication

Require 2FA for all team members:

Go to Settings → Security
Enable Require 2FA for organization
All members will be prompted to set up 2FA on next login

Collaboration Features

Shared Dashboards

Create shared dashboards for team collaboration:

Create a custom dashboard
Click Share → With Team
Select team members or roles
Set permissions (View/Edit)

Comments & Annotations

Add notes to specific data points:

Click on any chart data point
Click Add Comment
Type your note
Tag team members with @mention

Tagged members receive email notifications.

Scheduled Reports

Send automated reports to team members:

Go to Reports → Scheduled
Click New Report
Configure:
- Report type (Weekly, Monthly, Custom)
- Recipients (team members or external emails)
- Data included
- Delivery schedule
Save and enable

API Access for Teams

Organization API Keys

Create API keys at the organization level:

Read Access: View all websites (for integrations)
Write Access: Track events (for servers)
Admin Access: Full API access (use sparingly)

Member API Keys

Members can create their own API keys:

Scoped to websites they have access to
Cannot exceed their role permissions
Visible to Admins and Owner

Revoking API Keys

Admins and Owners can revoke any API key:

Go to Settings → API Keys
Find the key
Click Revoke

Member's personal API keys are automatically revoked when they leave the team.

Troubleshooting

Can't Invite Member

Possible causes:

Subscription limit reached (check plan limits)
Invalid email address
Member already in organization
Email domain blacklisted (some free email providers)

Solution: Verify plan allows more members, check email format, or contact support.

Invited Member Can't Accept

Common issues:

Invitation email in spam folder
Invitation expired (> 7 days)
Email mismatch (invited email differs from sign-up email)

Solution: Resend invitation, check spam, ensure correct email.

Member Can't Access Website

Check:

Member's role (Viewers can't access all features)
Website-specific permissions
Account status (suspended, deactivated)

Fix: Adjust website access in member settings.

Plan Limits

Team member limits by plan:

Plan	Team Members	SSO	Activity Log Retention
Free	2	❌	N/A
Pro	5	❌	30 days
Scale	25	✅	90 days
Enterprise	Unlimited	✅	Unlimited

Getting Help

For team management assistance:

Email: [email protected]
Enterprise Support: [email protected]
Documentation: Check our other guides