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Alloovium

COLLABORATION

Teams & Groups

Alloovium is built for teams. Access is granted through user groups — a group collects people and carries a set of permissions, and everything someone can see and do follows from the groups they belong to. This page covers the people directory, groups, and the two invite flows.

Overview

There are no per-person roles to assign when you bring someone in. Instead, you pick the groups they should join, and the groups do the rest: each group carries a permission matrix that says what its members can do across the workspace, and projects grant access to groups rather than to a long list of individuals.

This keeps access manageable as the team grows. When a new engineer starts, you add them to the same groups as the last engineer — you do not reconstruct their permissions by hand. When a group’s permissions change, everyone in it changes at once.

Organization → People with the Groups section active — the user groups table with member facepiles and group type, including the automatically created Read only and Organisation admins groups, and the Create group button.

Video · ~2 min

Invite your team the right way

Inviting a new teammate from Organization → People: staging their email, keeping the preselected Read only group, adding a second group and reviewing its permission preview, then sending — followed by adding a group to a project so the whole crew gets access at once.

How access works

Three ideas carry the whole model:

  • Groups grant access. A person’s permissions are the union of the groups they belong to — someone in several groups gets the highest level any of them carries. There is no separate role field to keep in sync.
  • Every member belongs to at least one group. The organisation has a default Read only group that acts as the access floor — read-only everywhere — so nobody ever lands in the workspace with undefined access.
  • Admin is a group too. Membership of the Organisation admins group is what makes someone an organisation admin. Adding a person to that group grants admin; removing them revokes it.

The detail of what each group can do — the permissions matrix of areas and levels — is covered on Permissions.

The people directory

Organization → People is the home for everyone in your organisation. It lists members with their group memberships, lets admins see who is active or inactive, and holds the invite flow. Organisation admins also get a member detail view with each person’s recent activity and session controls.

The same page carries a Groups tab where groups are created, renamed, and managed. Opening a group leads to its detail page: the roster of members on one side and the group’s permission matrix on the other.

The Organization → People members list — rows of teammates with their names, email addresses, group chips and last-active times, with the Invite button in the toolbar.

User groups

A group is a named collection of people that carries permissions. Typical groups mirror how the business already works — Site engineers, Contracts team, Subcontractors — and the same groups are reused everywhere: org invites, project access, and the Exchange addressing rail.

Two groups exist by default

Read only is the organisation’s access floor. Everyone in the organisation belongs to it, and it grants read-only access across the platform. It is created automatically the first time it is needed.

Organisation admins is the admin tier. Its members manage people, groups and organisation settings. Because admin is expressed as group membership, you can see at a glance exactly who holds it.

Creating a group

Groups are created from the Groups tab, or inline in the middle of an invite. When you create one you can start blank or use Copy permissions from… to copy an existing group’s permission matrix as the starting point, then adjust it on the group’s detail page.

A group detail page at Organization → People → Groups — the group's name and member count at the top, the members roster on the left, and the permission matrix on the right with area rows set to a mix of None, Read only and Standard.

Project membership

Projects grant access to groups. Adding a group to a project gives every member of that group access to it, at a share tier the project controls — View, Edit or Admin. Each group on a project has its own detail page showing that access tier alongside the roster, so you can always answer “who can touch this project, and how?”

People invited to a project directly also receive an individual membership at a view-only floor, so an invitee always has at least read access to the project — the groups they were invited through carry anything above that. Project access tiers are covered in more detail on Permissions.

Inviting someone to the organisation

Org invites live in Organization → People. There is no member/admin choice to make — you stage the people, pick their groups, and send.

  1. Stage the recipients

    Type an email address (or several — they can be pasted as a batch) and stage each one. Existing members and recent invitees are suggested as you type.

  2. Pick their groups

    The Groups selector starts with the Read only group preselected. Keep it for read-only access, or add the groups that match their job. Selecting Organisation admins is how you invite an admin.

  3. Create a group inline if you need one

    Choose "New group with its own permissions" from the group menu to mint a group without leaving the invite — name it, optionally copy another group's permissions, and it joins the selection.

  4. Review what the groups grant

    The selected groups' actual permission matrices are shown in the invite panel, so you can verify what you are granting before you send.

  5. Send

    Each recipient gets an email invitation. When they accept, they land in the groups you chose — their access is already set.

The org invite page — two staged recipient chips in the email field, the Groups multi-select with Read only preselected plus a second group, and the expanded permission preview beneath showing exactly what the selection grants.

Admins are invited through a group

There is no admin checkbox. Adding the Organisation admins group to an invite is what makes the invitee an organisation admin — the same group that controls admin for existing members.

Inviting someone to a project

Project invites work the same way, scoped to the project. There is no role dropdown — access comes from the project’s groups, and the invite asks which groups the person should join.

  1. Open the project invite

    From the project's People area, start an invite and stage the recipients.

  2. Pick from the project's groups

    A multi-select lists groups; pick at least one. Each group's share tier and permissions apply to the people who join it.

  3. Or mint a new group inline

    The same "New group with its own permissions" option is available here, with the option to copy permissions from an existing group.

  4. Send

    Invitees receive at minimum read access to the project (the view-only floor), with the picked groups carrying their real access.

Prefer whole groups over one-off invites

If a whole crew needs a project, add their group to the project instead of inviting each person. New members of that group inherit the project automatically, and removing the group removes the access in one move.

What the Read-only default means

The preselected Read only group is a deliberate safe default. Someone invited with only that group can open and read what is shared with them — documents, projects they are given, answers from the assistant — but cannot change anything, share anything, or manage anyone.

That makes the low-effort path the safe path: sending an invite without thinking about groups never over-grants. When the person’s job calls for more, add them to a group that carries it — from their row in the people directory or from the group’s detail page — and the extra access applies immediately.