Decide responsibilities first
Before inviting colleagues, identify who will maintain Brain, create drafts, review content, approve publishing and manage connections. These responsibilities may belong to different people.
Check your organisation’s member allowance and enabled software. An invitation does not create extra capacity beyond the current package.
Use Teams & Access
- Open the user flyout and choose Teams & Access.
- Review existing members and invitations.
- Use the invitation controls available to your role.
- Enter the colleague’s details and choose the appropriate role and product access.
- Send the invitation through the workflow.
- Confirm the membership state once the colleague joins.
Choose the smallest access set that supports the person’s work. Someone reviewing copy does not automatically need permission to change provider connections or account settings.
Agree a review routine
Tell colleagues which website to select, where the approved knowledge lives and who owns the final review. Keep a clear handoff between a prepared draft and approved publishing.
A useful first task is to review one Brain answer and one draft together. This reveals differences in terminology or expectations before you scale up.
Maintain access as the team changes
Review membership when roles change or a colleague leaves. Use the available account controls to update or remove access, then check any operational responsibilities they held.
If a colleague cannot see a product, inspect enabled software and their product permissions. If they can see it but cannot perform an action, inspect the relevant role permission and current account state.
Do not share one person’s login to avoid an invitation or allowance limit. Separate accounts make access and review responsibilities easier to manage.