Team Collaboration — Manage Access and Work by Group, Not by Person
Organize Members into named Teams and assign permissions, @mentions, and work to the whole group at once—new teammates inherit the right access on day one, and nothing depends on person-by-person setup.
- Teams are available on every plan; a workspace holds up to 100 Teams, and an Everyone Team includes all active members.
- Permissions granted to a Team at Solution, Table or Field level are inherited by every member; Table and Field permissions are on Professional and Enterprise.
- @mentioning a Team notifies all its members, and a comment assigned to a Team notifies each member.
- The Team field assigns a record to a whole Team, and team-assigned records appear in each member's My Work.
- Teams have Owners who manage membership, a unique name of up to 50 characters, and an Active or Inactive status.
What Is Team Collaboration?
Team Collaboration in SmartSuite is built on Teams—named groups of Workspace Members used to manage permissions, mentions, and assignments at the group level. It helps admins and team leads grant access across Solutions, Tables, Fields, Folders, and Views in one step—every team member automatically inherits whatever the Team is assigned. Basic Teams are available on all plans; Team-based permission management across those levels is included on Professional and Enterprise.
Team Structure
Create Teams for Departments, Functions, and Projects
Create and manage Teams from the Member Directory, each with designated owners who oversee membership. Model your organization the way it actually works—departmental groups like Sales and HR, functional groups like Customer Care, or project-specific groups that dissolve when the work ships.
Every Workspace includes a built-in Everyone team covering all active Members, and supports up to 100 Teams.
Group Permissions
Assign Permissions Once and Let Every Team Member Inherit Them
Grant a Team access at the Solution, Table, Field, Folder, or View level and every member inherits it automatically—join the Team, get the access; leave it, lose it. Admins stop maintaining person-by-person permission lists, and access reviews read as a short list of groups instead of hundreds of individual grants.
Mentions and Assignment
Mention and Assign Whole Teams in One Step
Type @TeamName in a comment and every member of the Team is notified individually in their Notification panel. Where a Team has Contributor or Assignee access, it can also be selected in Assigned To fields and comment assignments—so a request goes to the group, and anyone on it can pick the work up.
Team Collaboration
Group-level structure is what keeps governed collaboration manageable at scale—access, escalation, and communication defined once per Team instead of once per person.
Create an Internal Audit team with access to control and evidence Tables across Solutions. Auditors added mid-engagement inherit exactly the right visibility—no ticket, no per-user setup.
Model the vendor risk function as a Team with Contributor access to the assessment Table. New vendor reviews are assigned to the Team, and any available analyst picks them up—no single-owner bottleneck.
Mention the Legal team on an updated policy Record to notify every member at once. Questions land in the same comment thread instead of scattered inboxes.
Create a Risk Committee team and grant it access to the risk register and reporting Views. When an escalated risk needs a decision before the quarterly meeting, one @mention reaches every committee member.
Pair Team Collaboration with Comments & @Mentions—assign an evidence question to a Team with Assignee access and every member is notified in-app, with email delivery to the team address or individual members.
Team Collaboration is built on SmartSuite Teams—named groups of Workspace Members that let you assign permissions, mentions, and work to a whole group at once instead of person-by-person. Teams are created and managed via the Member Directory, each with designated owners.
Up to 100 Teams per Workspace. Every Workspace also automatically includes a built-in Everyone team containing all active Members.
Yes. Permissions can be assigned at the Team level across Solutions, Tables, and—depending on subscription tier—individual Fields, Folders, and Views. All team members automatically inherit whatever is assigned to the Team.
Every member of the Team is notified individually in their Notification panel. Team mentions work anywhere @mentions do—comments, SmartDocs, and checklist items.
Yes. A Team with Contributor or Assignee access can be selected in Assigned To fields and comment assignments, so a request reaches the group and any member can take it on.
Basic Team creation is available across all plan types. Team-based permission management across Solutions, Tables, Fields, Folders, and Views is listed on Professional and Enterprise per the pricing page.
Set Up Access Once, Not Once Per Person
Teams carry permissions, mentions, and assignments for the whole group—so onboarding, escalation, and review all get shorter.