Team Management
Invite colleagues, assign roles, track activity, and manage workspace access.
Overview
Prognosis is built for collaboration. Every team workspace includes tools to invite colleagues, assign roles, track activity, and control who can access what. This guide covers everything you need to manage your team.
Viewing Team Members
To see who's on your team, open the Members page from the sidebar navigation in your team workspace.
The members table displays the following for each person:
- Name -- The member's display name, with a "You" badge next to your own entry
- Email -- The email address associated with their account
- Role -- Their assigned role (Owner, Admin, Member, or Viewer)
- Joined -- The date they joined the team
Members are sorted with the primary owner listed first, followed by the remaining members in order of role hierarchy. You can use the search bar to filter members by name or role.
Inviting New Members
How to Send Invitations
- Navigate to the Members page from the sidebar.
- Click the Invite Members button in the top-right corner. This button is only visible if you have permission to manage invitations.
- In the dialog that appears, enter the email addresses of the people you want to invite. Separate them with a comma, a space or a new line -- you can send up to 25 invitations at a time.
- Select the role they all get (Owner, Admin, Member or Viewer). You can only assign roles up to your own.
- Under Studies they'll see, tick the studies the new people should be able to open, or choose Don't add them to any studies -- for example, to keep them blinded until a study is shared with them. One of the two is required. Owners and Admins see every study, so an Owner or Admin invitation skips this step.
- Click Send Invitations.
Each invitee receives an email with a unique invite link. When they click the link and sign in (or create an account), they are automatically added to your team with the assigned role and can open the studies picked for them. A study the inviter can no longer share by then is left out.
Managing Pending Invitations
Pending invitations appear in a separate section below the members table on the Members page.
Each invitation displays:
- Email -- The invitee's email address
- Role -- The role they will receive upon joining
- Studies -- How many studies they will be able to open, or All studies for an Owner or Admin
- Invited -- When the invitation was sent
- Expires -- When the invitation link will expire
- Status -- Either Active (green) or Expired (amber)
Invitation Actions
Click the actions menu (three dots) on any invitation row to:
- Update Role -- Change the assigned role before the invitee accepts (available for active invitations only)
- Renew Invitation -- Resend an expired invitation with a new expiration date
- Delete Invitation -- Cancel the invitation entirely
Roles and Permissions
Every team member is assigned one of four roles. Each role grants a different level of access to the workspace.
Permissions Matrix
| Permission | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| View every trial | Yes | Yes | -- | -- |
| View shared trials and reports | Yes | Yes | Yes | Yes |
| Create and edit trials | Yes | Yes | Yes | -- |
| Delete trials | Yes | Yes | Own trials | -- |
| Share trials (Manage Access) | Yes | Yes | -- | -- |
| Create, edit and delete trial groups | Yes | Yes | -- | -- |
| Save to, edit and delete Master Data | Yes | Yes | -- | -- |
| Restore Master Data versions and items | Yes | Yes | Yes | -- |
| Rename documents | Yes | Yes | Yes | -- |
| Delete documents | Yes | Yes | Own uploads | -- |
| Delete archived scenarios permanently | Yes | Yes | -- | -- |
| Create, edit and delete budget plans | Yes | Yes | -- | -- |
| Invite members | Yes | Yes | -- | -- |
| Change roles and remove members | Yes | -- | -- | -- |
| Manage team settings | Yes | -- | -- | -- |
| Manage billing | Yes | -- | -- | -- |
| Delete the organization | Yes | -- | -- | -- |
| Transfer ownership | Yes | -- | -- | -- |
Role Descriptions
- Owner -- Full control over the workspace: every trial, who can see each one (with Manage Access and trial groups), Master Data, Storage, budget plans, members, roles, team settings and billing. Only one member is the primary owner at any time.
- Admin -- Everything an Owner can do except billing and the workspace itself. Admins see, create, edit, delete and share every trial, manage trial groups, Master Data, Storage and budget plans, and invite new members. They cannot change roles, remove members, change team settings, manage billing or delete the organization.
- Member -- Sees the trials shared with them, including the trials they create (shared with them automatically). Creates and edits trials, and deletes only the trials they created. A trial created before February 2026 may have no creator on record; only an Owner or Admin can delete those. Can view Master Data, load it into trials and restore saved versions and archived items, but cannot edit or delete it. Can rename and download documents and delete their own uploads. Views budget plans.
- Viewer -- Read-only access to the trials shared with them, their reports, Master Data and budget plans. Viewers can download documents but cannot make any changes.
Hierarchy Rules
Roles follow a strict hierarchy: Owner > Admin > Member > Viewer. Only Owners change roles and remove members, and only for members below them in the hierarchy. Owners and Admins can invite people with a role up to their own.
Managing Members
Updating a Member's Role
- On the Members page, find the member you want to update.
- Click the actions menu (three dots) on their row.
- Select Update Role.
- Choose the new role from the dropdown and confirm.
You can only assign roles that are below your own hierarchy level. The primary owner can assign any role.
Removing a Team Member
- On the Members page, click the actions menu on the member's row.
- Select Remove Member.
- Confirm the removal in the dialog that appears.
Once removed, the member immediately loses all access to the team workspace, its trials, and its data. This action cannot be undone -- to restore access, you would need to send a new invitation.
Transferring Ownership
Only the primary owner can transfer ownership to another team member.
- On the Members page, click the actions menu on the member you want to make the new owner.
- Select Transfer Ownership.
- Enter the verification code sent to your email to confirm the transfer.
After the transfer is complete, the selected member becomes the new primary owner with full control, and your role is adjusted accordingly. This is a significant action -- the verification step ensures it cannot happen accidentally.
Requiring Multi-Factor Authentication
The Owner can require everyone in the workspace to use multi-factor authentication (MFA): a password plus a 6-digit code from an authenticator app such as Google Authenticator, Microsoft Authenticator or Authy. Turn it on under Settings → Security. Only the Owner sees this setting; Admins, Members and Viewers cannot change it.
- The card walks you through two steps. Step 1 sets up MFA on your own account; step 2, requiring it for everyone, unlocks once step 1 is done, so you can't lock yourself out.
- Before it turns on, you'll see how many people haven't set it up yet. Nobody is signed out.
- Everyone in the workspace gets an email the day you turn it on, saying what to do and by when.
- People have 7 days to set it up. Until then they can use the workspace as usual, with a reminder at the top of the page and in their notifications. The settings card shows the date it takes effect.
- After the 7 days, anyone without MFA is asked to set it up before they can open the workspace. They can still switch to other workspaces. Someone who joins after that date is asked straight away.
- Turning the requirement off ends the 7 days early and removes the reminders. Turning it back on later starts a fresh 7 days and sends a new email.
- While the requirement is on, members can't remove their last sign-in method.
Activity Log
The Activity page provides a complete audit trail of everything that happens in your team workspace.
Accessing the Activity Log
Click Activity in the sidebar navigation to open the activity feed.
What the Activity Log Tracks
- Trial changes -- Creation, editing, and deletion of trials
- Wizard step updates -- Changes to trial configuration across all wizard steps, with before-and-after values for modified fields
- Member changes -- When members are added, removed, or have their roles updated
- Settings updates -- Changes to team profile or access control settings
Using the Activity Log
- Activities are organized chronologically, grouped by date (Today, Yesterday, and so on).
- Each entry shows the user who performed the action, the operation type (Created, Updated, Deleted), and the specific fields that changed.
- Use All changes monitored to narrow the feed to specific trials or DS/DP, and All types to show only notes, or only certain kinds of change. Search activity looks through the page you are on.
- Use Newer and Older (or the arrow keys) to page through older entries. A page you are reading stays put while new activity arrives; Back to latest returns to the newest entries.
- Leave a note on a trial or DS/DP, or on a specific change. A note on a change is linked back to it, and whoever made the change is notified.
- Reply to a note to keep the conversation in one place: replies sit under the note they answer. Everyone already in the conversation is notified of a new reply.
- Type @ in a note or reply to mention a teammate. On a trial, you can mention only people who can see that trial. In a reply, the people already in the conversation are listed first; keep typing a name or e-mail to narrow a long list.
- Notifications appear under General in the notification bell, with the note quoted. Open one (in the bell, or from its pop-up) to go straight to the note in the activity log, marked, with its replies and the reply box open. Opened notifications stay in the bell, marked as read, until you remove them; the badge counts only unread ones. The bell lists your newest 30 (Show older notifications at the end brings more); Mark all read and Clear all act on your own at once, and Undo reverses either while the bell is still open.
- Reply to a mention or reply straight from the bell: hover it and select the reply arrow, write your reply (type @ to mention someone, as in the activity log) and press Enter to send it, or Shift+Enter for a new line. It joins the note's conversation exactly as a reply written in the activity log, and the notification is marked as read. Escape closes the box; an unsent reply is kept until you open it again.
- View history, at the foot of the bell, lists every notification you have had, newest first by day, including ones you removed from the bell. Show Unread only, open any of them, reply to one, or mark one read or unread. Marking one unread puts it back in the bell under General, in its place by date, however old, even if you had removed it.
- Deleting a note that has replies leaves "This note was deleted." in its place, so the replies keep their context.
The activity log is especially useful for auditing -- if you need to know who changed a trial's configuration or when a member was added, you can find it here.
Workspace Switching
If you belong to multiple teams (or have a personal workspace alongside team workspaces), you can switch between them at any time.
How to Switch Workspaces
- Look for the account selector at the top of the sidebar.
- Click the dropdown to see all workspaces you have access to -- your personal account and any team accounts.
- Select the workspace you want to switch to.
The page updates immediately to show the selected workspace's trials, members, and settings. Your current workspace is always highlighted in the selector so you know where you are.
Personal vs. Team Workspaces
- Personal workspace -- Your individual space. Only you have access. Useful for personal trial drafts or exploration.
- Team workspace -- A shared space where multiple members collaborate. Access is governed by the roles and permissions described above.
You can create new trials in either workspace. In a team workspace, Owners and Admins see every trial. Members and Viewers see the trials shared with them, directly through Manage Access in the trial's three-dot menu or through a trial group they belong to. A trial a Member creates is shared with them automatically; an Owner or Admin can take that access away in Manage Access. A trial an Owner or Admin creates is visible only to Owners and Admins until it is shared. See Organizing Trials into Groups in Getting Started.