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Teams let you group members of your organization together. Instead of managing list permissions and folder access for each person individually, you can share a list with a team or assign an email folder to a team, and everyone on that team will automatically get access.
Only organization owners can create, edit, and delete teams.

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Creating a Team

  1. Go to Settings from the sidebar.
  2. Click Teams.
  3. Click the Create Team button.
  4. Enter a name for the team and confirm.
Your new team will appear in the list, ready for you to add members.

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Adding Members to a Team

  1. Open the team by clicking on it from the Teams settings page.
  2. Click Add Member.
  3. Search for the member you want to add.
  4. Select them to add them to the team.
You can add as many members as you need. Members will immediately gain access to any lists shared with the team.

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Removing Members from a Team

  1. Open the team from the Teams settings page.
  2. Find the member you want to remove.
  3. Click the remove option next to their name.
  4. Confirm the removal.
When a member is removed from a team, they will lose access to any lists that were shared with that team, unless they also have individual access to those lists.

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Editing a Team

To rename a team:
  1. Open the team from the Teams settings page.
  2. Click the edit option to update the team name.
  3. Save your changes.

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Deleting a Team

To delete a team:
  1. Open the team from the Teams settings page.
  2. Click the delete option.
  3. Confirm the deletion.
Deleting a team will remove list and folder access for all members who relied on that team for their permissions. Make sure to reassign access before deleting a team.

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Viewing Team Access

Each team has an Access tab on its detail page that shows everything the team has access to:
  • Folders: Email folders explicitly assigned to this team. Click any folder to navigate to it.
  • Lists: Planning Center lists explicitly shared with this team.
This gives you a single place to review what a team can see, without having to check permissions on each folder or list individually.

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How Teams Work with List Permissions

Teams are primarily used to simplify list permission management. When a list is set to Custom sharing, you can add a team instead of individual members. All members of that team will be able to see and send to the list. As team membership changes, list access updates automatically. This means you can manage access in one place rather than updating permissions on every list individually. For more details on how list permissions work, see List Permissions.

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How Teams Work with Email Folders

Teams can also control access to email folders. When a top-level folder is assigned to a team, only organization owners and members of that team can see emails inside it. Subfolders inherit this restriction from their parent. If different teams need access to different branches of the same campus or ministry area, each team needs its own top-level folder (for example, Downtown — Kids and Downtown — Students). If one team manages the whole area, use nested folders instead and assign the team to the top-level folder. For more details, see Team Folders and Organizing by Campus or Ministry.

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Suggested Reading

Need help managing teams? Contact support@flowforth.co.