How to set up new team members in

Learn how to assign team members the correct role, onboard, collaborate and set up workflows.

Moving your product management activities to a new tool doesn’t have to disrupt your team–with it’s a simple process that allows everyone to get back to their tasks quickly and seamlessly. In this article, we’ll share some tips on how to ensure the transition is as smooth as possible.

Here are the four steps to follow when setting up new team members in

1.  Decide which team members join and set their roles

2.  Introduce your team to

3.  Set up workflows for each team

4.  Collaborate with your teammates

1.  Decide which team members join and set their roles allows you to assign team members to specific roles. As a Workspace Owner, Admin or Team Leader, you can assign new team members with one of the following roles:

  • Owner: The top-level user and the owner of a Workspace (note that this is fixed and cannot be changed).
  • Admin: The top-level permission after the account owner; the Workspace administrator.
  • Team Leader: The leader of the specific team.
  • Editor: A team member who can edit and collaborate.
  • Contributor: A team member who can view the Workspace, provide comments, and chat with other team members.

Here’s a handy overview of the benefits of inviting certain members to and the recommended role for each user. 

Team member

Benefits of inviting to Role Recommendation

Development lead 

E.g., engineering manager, Scrum master or IT project manager.

1/ Can be assigned work directly for planning and prioritization collaboration.

2/ Can act as the central pivot person for all development planning activities (e.g., assign all items to this person ahead of Sprint planning and they can then delegate the work based on the planning breakdowns)


Set up each team’s development lead as an editor within so they can contribute to your prioritization and planning in an efficient way.

Developers and QA Able to see the full Product context when planning their work (e.g., see linked customer feedback behind a specific feature requirement) If connected to a development tool then we recommend to first get the rest of the team up and running on and only add developers once the new way of working has developed.
Development tool administrator Can authenticate and set up the development tool integration.


In organizations where the development tools access is limited to specific individuals, we recommend setting up the administrator of these tools as an admin or owner within

User Experience (UX) and design leads

1/ Can have a dedicated team and workflow to help manage design pipelines. As a PM, you can assign work directly to these team members and track progress. 

2/ Can contribute to the Product prioritization and planning processes without needing to enter development tools like Jira or Azure.

3/ Enjoy specific features for UX like Page Design to help you annotate images directly within

Legal and Privacy managers

1/ Can be set up as a dedicated team within and be given a custom workflow. As a PM, you can assign work directly to these teams and track their progress.

2/ Avoid asking your legal and privacy teammates to review items in developer tools where it can be difficult to understand the current status and how to collaborate if you’re not an expert in the tool. Craft’s user experience is simple, it’s easy to track and update status and we’ve focused on enabling simple collaboration with teammates.

Contributor or Editor
Product leadership

1/ Can lead strategic prioritization and planning using

2/ Can contribute to strategic roadmap timelines, objectives and key results.

Sales and Customer Success teams

1/ Have a dedicated Feedback portal to submit new feature requests from customers.

2/ Can see roadmap status, contribute to specific prioritization decisions and can comment on items.


Note: Permissions for Feedback Portal and Workspaces are maintained separately. If you’re using the Feedback Portal then, we’d recommend that your sales and success teams are set up on both the Portal and Workspaces with “Contributor” roles.

2.  Introduce your team to

Each team member you add to will be invited to join the Workspace via email. Once they’ve signed up we’d recommend they review this article, which is specifically designed to onboard support team members to

3.  Set up workflows for each team 

Each team in can have a specific workflow, which helps Teams manage the steps required of their specific process. For example, your design team’s workflow can include “discovery, wireframes, prototypes, and specification”. This is an extremely useful way to help you and your teams stay on top of what needs to be worked on next. 

To view and edit a workflow, visit Plan > Planning Views and select ‘Group by: Workflow’ and ‘View as: Kanban’. Toggle the ‘Assignee’ dropdown to hone in on a specific person or team, then edit as required.


To view the current status of workflows, change the Planning View to ‘Group by Workflow’ and select the specific team. You can track and update status by dragging items into the new status lane.

Review this article to learn more about how workflows can help your team manage tasks more effectively.

4.  Collaborate with your teammates makes it easy to collaborate with your teammates. Check out these features to help you get started: 

LiveShare: LiveShare allows you to tailor and maintain control on which views you share with both internal and external stakeholders. With LiveShare, you can share a live, dynamic view of a Workspace, restrict access to specific users (with/without a password) and ensure you are communicating the most up-to-date and relevant information to execs, teams and anyone else involved in your product.  

Comments: Start a new discussion by tagging another team member using the ‘@’ prefix before their username and they will automatically be emailed a notification. For a birds-eye view of existing discussions, the Talk and Activity Panel (accessed through the User Profile icon), combines everything for you in one location and aggregates all messages concerning your Workspace in chronological order. 

Next up: Once you’ve set up team members in, remember to direct them to this useful onboarding article for new team members.