Organize users with teams

This article explains how subscription admins can create, manage, and use teams in Pendo. Teams are user groups based on shared responsibilities, departments, or job functions. They help organize users and manage access to shared content, such as dashboards. A single user can be assigned to multiple teams.

You can also assign teams during the user creation process, where you can invite up to 10 users at a time. For more information, see Manage internal users.

Note: Teams are only available with paid Pendo plans.

Use cases

Teams help limit dashboard sharing to specific groups, reducing the number of users who see content that isn’t relevant to them. This is especially useful in larger subscriptions where many users need access to different sets of content based on their roles or responsibilities.

You can structure teams based on how users work, what they do, or where they sit in your organization. Common examples include:

• Scrum teams. Cross-functional groups working toward a shared goal in an agile framework. For example, a team might include engineers, designers, and product managers responsible for a specific feature or initiative.
• Departmental or role-based teams. Teams aligned to job functions or reporting structure. For example, product managers, customer success managers, or support engineers.
• Task-based teams. Groups organized around responsibilities in Pendo, such as tagging Features, building guides, or creating reports.

You can share dashboards with entire teams instead of selecting individual users one by one. Each team can be assigned view or edit access. After sharing, team members can view and comment on the dashboard immediately, supporting more timely conversations and shared understanding. For more information about commenting on dashboards, see Collaboration on dashboards.

Note: If SCIM is included in your Pendo plan, SCIM groups sent to Pendo are automatically created as teams. You can use your SCIM groups to manage team-based access, but you won’t be able to create custom teams.

Create a new team

You can create teams from your settings in Pendo.

1. Go to Settings > Users and teams.
2. At the top of the page, open the Teams tab.
   
   
   
   
3. In the top-right corner, select + Create team.
4. Enter a Team name and a Description. You can view and search by these details within the Teams tab.
5. For the Team logo, choose a color and icon.
6. To add members to your team, select Next: Team members.
   
   
   
   
7. In the text box, enter the name or email of a Pendo user. As you enter text, matching users appear in a dropdown. Press Enter or Return to select the highlighted user, or select their name manually. If a team member isn’t an existing user, you can invite the user to Pendo after the team is created.
8. Repeat step 7 for each team member.
9. To add all selected team members, select Create team.

The new team appears in the Teams table, which lists the team name, description, number of members, and the date and time the team was last updated.

Edit team details

After creating a team, you can update its name, description, or logo at any time from the team’s details page.

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the relevant team name from the Teams table.
4. Select the logo, name, or description to update the corresponding details.

Add new members to an existing team

You can add users to an existing team from the team’s details page.

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Select + Add team members.
5. (Optional) Check Hide existing team members to only view the new members you’re adding to the team.
6. In the text box, enter the name or email of a Pendo user. Matching users appear in a dropdown as you enter text. Press Enter or Return to select the highlighted user, or select their name manually. If a team member isn’t an existing Pendo user, you can invite the user to Pendo after the team is created.
7. Repeat step 6 for each team member.
8. To add all selected team members, select Save team members.

Assign users to teams in bulk

You can assign users to one or more teams from the Users table.

1. Go to Settings > Users and teams.
2. Select the checkboxes next to the users you want to add to a team.
3. Select Add to teams above the table.
   
   
   
   
4. Choose the teams you want to assign, then select Add.

The Teams column shows each user’s current team assignments.

Remove members from a team

You can remove users from a team from the team’s details page.

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Hover over the team member you want to remove, then select the minus icon on the far-right of the table row.
   
   
   
   
5. Repeat step 4 for each team member you want to remove.

After a team member is removed, they can be added back anytime.

Delete a team

You can permanently delete a team if it's no longer needed. This removes access to any shared content where users only had access as team members.

1. Go to Settings > Users and teams.
2. Open the Teams tab.
3. Select the team name from the Teams table.
4. Hover over the team you want to delete, then select the trash icon on the far-right of the table row.
   
   
   
   
5. Select Delete to delete the team permanently. This removes their access from shared resources where they only had access as a team member.

Share a dashboard with an existing team

You can share dashboards with entire teams instead of selecting individual users. This makes it easier to give the right people access without manually managing sharing.

1. Go to Dashboards > View all dashboards, then select an existing or create a new dashboard.
2. In the top-right corner, select Share.
   
   
   
   
3. Select the input box, then enter the name of the team you want to share your dashboard with. As you enter text, matching users and teams appear in a dropdown. Press Enter or Return to select the highlighted team, or select the team name manually.
4. If you want the team to have editing access to the dashboard, select Viewer and choose Editor from the dropdown list.
   
   
   
   
5. Select Share to email each team member an invitation to the dashboard, which includes a direct link, and adds the dashboard to their dashboard directory.

For more information about dashboard sharing, see Share your dashboards.

View your teams

You can see each team that you're a member of in your user profile.

Go to Settings > User profile, then find the My teams section to see your assigned teams, including each team’s name, description, number of members, and last updated date.

If you're not a member of any teams, you'll see a message letting you know that you're not on a team. Non-admins are prompted to contact a Pendo admin. Admins are given the option to View all teams so that they can browse existing teams or create a new one.

When viewing a team assignment, select View details page to go to that team's details.