How to set up a shared team workspace
The manager opens the Team screen, creates the workspace with their own Google account, and shares the join code. Each employee installs the app, taps join and enters the code. Everyone then works on their own phone, offline included, with changes syncing through the manager Google Drive.
Key facts
- Manager needs
- A Google account for the Drive transport
- Members need
- Only the join code
- Offline
- Every phone keeps a full copy and syncs later
- Seat cap
- Enforced when an invite is sent
- Payment
- Manager only, through Google Play
Decide these three things before inviting anyone
None of the three is irreversible, but all three shape habits in the first week, and habits are harder to change than settings.
- Who the manager is — the workspace is in their Drive and moving it later is work
- Whether members see everything or only their own customers
- Whether revenue follows the seller or the current assignee
What members will and will not see
| Member sees | Scoped | Unscoped |
|---|---|---|
| Customer list | Only their portfolio | The whole shared list |
| Appointment reminders | Only their own | All they can see |
| Exports | Only what is on their screen, if permitted | Whatever the manager permits |
| Payment screens | Never | Never |
Everyday use
Nobody has to remember to sync. Changes are pushed and pulled on a cycle, and there is a manual sync now for the moment you want certainty. Pending changes are shown as a count rather than a spinner, so you can see what has not gone out yet.
Steps
- Decide who the manager isThe workspace lives in the manager own Google Drive and the manager is the only payer and the only person who can invite. Choose the person who will still be there in a year.
- Choose a seat package1+5, 1+10 or 1+15. The cap includes the manager, so a twelve-person team takes the 1+15 package.
- Create the workspaceOn the Team screen, create the workspace and sign in with the manager Google account. The workspace files are created in that Drive.
- Share the join codeSend the code to each employee however you like. It is the only thing they need — there is no account for them to create.
- Set visibility per memberDecide whether each member sees the whole customer list or only their own portfolio, and which segments they may export. Do this before the first busy day.
- Choose the revenue ruleWhen a customer is reassigned, decide whether the revenue stays with the original seller or follows the current assignee. It is a company decision, so the app asks rather than assuming.
Frequently asked questions
Do employees need a Google account?
No. Only the manager signs in with Google, because the workspace lives in the manager own Drive. Members join with a code.
Can members work without a connection?
Yes. Every phone keeps a full local copy. Changes queue and are pushed when signal returns.
Can I limit which customers a member sees?
Yes. A scoped member sees only their own portfolio — on screen, in reminders and in exports.
What happens if I remove someone from the team?
Their access to the workspace ends and the shared data is removed from their device. Their personal mode data is theirs and is not touched.
How many people fit in a workspace?
Five, ten or fifteen members plus the manager depending on the package. The limit is checked when an invite is sent, and the manager can change package at any time.
Updated: 2026-07-30Türkçe