UX: Teams Phase 1 design proposal

Overview

This issue captures the design proposal for Phase 1 of the Teams feature, as presented in the UX Forum on Nov 12, 2025. The goal is to provide design alignment and detailed specifications for implementation.

Team features

  • Phase 1: Parallel Teams introduction, no disruption to existing workflows
  • Phase 2: Enhanced capabilities (hierarchies, visual inheritance trees, custom permissions, LDAP/SAML integration)
  • Phase 3: Migration support for existing group-based setups

Stakeholders

Phase 1: The Foundation

Goals

  • Parallel Teams introduction with no disruption to existing workflows
  • Teams co-exist with current group structure
  • Basic CRUD operations for teams
  • Teams can access groups and projects through invitation mechanism
  • Full audit trail implementation

Design Proposals

1. Team Creation

Create a new team Configure a team New team page
New team.png New team form - simplifed.png Team detail 9.png

Navigation

  • Location: Dedicated "Teams" section in left navigation
  • Access: Available to all direct/internal users

Creation Flow

  • Entry point: "Create new team" button in Teams section
  • Required fields:
    • Team name (generates @mention handle automatically)
    • Visibility settings
    • Notification preferences (Enable/Disable)

2. Member Invitation

Invite member Member invitation modal Select member & role Member added successfully
Team detail 9.png Team detail 2.png Team detail 3.png Team detail 5.png

Team landing

  • Purpose: Central location for managing user roles
  • Access: Team page serves as the primary management interface

Invitation Process

  • Method: Modal-based invitation system
  • Input options: Username, name, or email address
  • Role assignment: Default role selection with dropdown options
  • Expiration: Optional access expiration date setting
  • Bulk operations: Support for inviting multiple members simultaneously

Member Management

  • View: List of all team members with their roles
  • Edit capabilities: Modify member roles and permissions
  • Remove members: Standard member removal functionality

3. Team Assignment

Invite a team to group/ project Team invitation modal Select team & max-role Team invited successfully
Group landing.png Invite a team 1.png Invite a team 2.png Group member list 2.png

Team Sharing

  • Mechanism: Similar to current group sharing workflow
  • Selection: Team picker with member count display
  • Role mapping: Maximum role assignment for team members

Assignment Process

  • Team selection: Searchable dropdown with team descriptions
  • Confirmation: Clear indication of team assignment and member impact

4. Team Management

Teams overview
Team_overview.png

Teams Overview Page

  • Layout: Table view of all teams with key metrics
  • Information displayed:
    • Team name with avatar/icon
    • Member count
    • Groups & projects count
    • Team handle (@mention)
  • Actions: Create, edit, view and delete
  • Search & Filter: Search by name
  • Sorting: By name or member count
Team detail
Team_detail.png

Individual Team Pages

  • Member management: Primary interface for team composition
  • Access overview: List of groups/projects the team has access to
  • Activity feed: Team-related activities and changes
  • Settings: Team configuration and preferences

Success Metrics (TBC)

  • Adoption rate of Teams feature for new projects and groups
  • Reduction in permission-related support tickets
  • Enterprise customer satisfaction with access control <- how to measure?
  • Time to set up access permissions for new team members
  • Time to audit a member permission in average

Design Assets

  • [Link to Figma designs]
  • [Link to prototype]
  • [Link to user journey maps]
Edited by Jason Hung