Skip to main content

Team Collaboration

SearchVector makes it easy for teams to collaborate on SEO projects. Work together efficiently with role-based access, project sharing, and task assignment.

Team Overview​

Why Use Teams in SearchVector?​

  • Shared Projects - Multiple team members can work on the same projects
  • Role-Based Permissions - Control exactly what each team member can do
  • Activity Tracking - See who made changes and when
  • Task Assignment - Assign work to specific team members
  • Scalability - Grow from solo freelancer to large agency

Team Collaboration Features​

SearchVector supports three main collaboration models:

  1. Solo - You work alone on your projects
  2. Small Team - 2-10 people working on shared projects
  3. Large Team - Departments, agencies, or enterprises with complex permission needs
info

Your plan determines how many team members you can invite. See pricing details to learn your team member limit.

Adding Team Members​

Invite a Team Member​

Bring your colleagues into SearchVector:

  1. Go to Settings > Team Members
  2. Click "Invite Team Member"
  3. Enter their email address (used to identify them for Google OAuth sign-in)
  4. Select their role (see role descriptions below)
  5. Optional: Choose specific projects they can access
  6. Click "Send Invite"

The team member will receive an email invitation within 5 minutes. They must accept the invitation to join your account.

Accept a Team Invitation​

If you've been invited to a SearchVector account:

  1. Check your email for the invitation from SearchVector
  2. Click the "Accept Invitation" link in the email
  3. You'll be directed to sign in with your Google account via the "Continue with Google" button
  4. Accept the terms and complete setup
  5. You're now part of the team!
tip

If you don't see the invitation email, check your spam folder. You can also ask the team owner to resend the invitation.

Resend an Invitation​

If a team member didn't receive their invitation:

  1. Go to Settings > Team Members
  2. Find the team member (they'll show as "Pending" status)
  3. Click the three dots next to their name
  4. Select "Resend Invitation"
  5. They'll receive a new invitation email within 5 minutes

Cancel a Pending Invitation​

Remove an invitation before it's accepted:

  1. Go to Settings > Team Members
  2. Find the pending invitation
  3. Click the three dots next to their name
  4. Select "Cancel Invitation"
  5. They won't be able to use the invitation link

User Roles and Permissions​

SearchVector offers three role levels with different permission sets. Choose the appropriate role for each team member.

Admin Role​

Full access to everything

Admins can:

  • Create, edit, and delete projects
  • Run all SEO tools and analyses
  • Invite and manage team members
  • Change roles and remove members
  • Access all billing and settings
  • Purchase additional credits
  • View all team activity

Best for:

  • Account owners
  • Team leads
  • Project managers
  • Agency owners
PermissionAdmin
Create Projects✓
Edit Projects✓
Delete Projects✓
Run Tools✓
Manage Team Members✓
Change Settings✓
View Billing✓
Purchase Credits✓
View All Projects✓

Editor Role​

Create and edit projects; can't manage settings

Editors can:

  • Create and edit projects they have access to
  • Run all SEO tools and analyses
  • Add and manage tasks within projects
  • View team member activity
  • Update their own profile

Editors cannot:

  • Delete projects or accounts
  • Invite or remove team members
  • Access billing or settings
  • Purchase credits
  • Change team member roles

Best for:

  • Team members
  • Content marketers
  • SEO specialists
  • Agency team members
PermissionEditor
Create Projects✓
Edit Projects✓
Delete Projects✗
Run Tools✓
Manage Team Members✗
Change Settings✗
View Billing✗
Purchase Credits✗
View All Projects✓*

*Editors only see projects they have access to

Viewer Role​

Read-only access to view reports and data

Viewers can:

  • View projects and reports
  • View keywords and ranking data
  • Export reports
  • View team activity
  • Comment on tasks

Viewers cannot:

  • Create or edit projects
  • Run any tools
  • Modify any data
  • Invite or manage team members
  • Access settings or billing

Best for:

  • Stakeholders
  • Executives
  • Clients (for agencies)
  • Read-only access users
PermissionViewer
Create Projects✗
Edit Projects✗
Delete Projects✗
Run Tools✗
Manage Team Members✗
Change Settings✗
View Billing✗
Purchase Credits✗
View All Projects✓*

*Viewers only see projects they have access to

Managing Team Members​

Change a Team Member's Role​

Update a team member's permissions:

  1. Go to Settings > Team Members
  2. Find the team member in the list
  3. Click the role dropdown next to their name
  4. Select the new role (Admin, Editor, or Viewer)
  5. Click "Update" to apply changes

The change takes effect immediately.

warning

When you remove admin privileges from someone, they lose access to sensitive settings and billing information.

Remove a Team Member​

Revoke a team member's access to your account:

  1. Go to Settings > Team Members
  2. Find the team member you want to remove
  3. Click the three dots next to their name
  4. Select "Remove Member"
  5. Confirm the removal

The team member loses access immediately and can't access any projects.

info

Removing a team member doesn't delete their work or associated data. Projects, keywords, and analyses remain in your account.

Project-Level Access Control​

Share Projects with Specific Team Members​

Limit team member access to specific projects:

  1. Open a project
  2. Click "Project Settings" (gear icon)
  3. Scroll to "Team Access"
  4. Click "Manage Access"
  5. Toggle team members on/off:
    • On - They can access this project
    • Off - They cannot access this project
  6. Click "Save Changes"

View Project Members​

See who has access to a specific project:

  1. Open a project
  2. Click "Project Settings" > "Team Access"
  3. See all team members with access to the project
  4. Their role appears next to their name

Project-Level Permissions​

Team members see and can access only:

  • Projects they've been explicitly granted access to
  • Widgets and reports within those projects
  • Keywords and rank tracking data for those projects
tip

Use project-level access control to give clients access to only their projects, or to organize teams by project type.

Task Assignment and Collaboration​

Create and Assign Tasks​

Keep your team organized with task assignments:

  1. Open a project
  2. Navigate to Tasks tab
  3. Click "Create New Task"
  4. Fill in task details:
    • Title - Clear task name (e.g., "Research 50 new keywords")
    • Description - Detailed task explanation
    • Assign To - Select team member(s) to assign
    • Due Date - When the task should be completed
    • Priority - Low, Medium, High, or Urgent
  5. Click "Create Task"

Update Task Status​

Track progress on assigned tasks:

  1. Go to Tasks in your project
  2. Find the task
  3. Click to open it
  4. Update the status:
    • To Do - Not yet started
    • In Progress - Currently being worked on
    • In Review - Ready for review
    • Completed - Finished
  5. Changes save automatically

Add Comments to Tasks​

Collaborate asynchronously through task comments:

  1. Open a task
  2. Scroll to "Comments" section
  3. Type your comment
  4. Click "Post Comment"
  5. Mention team members with @name to notify them

Task Notifications​

Team members are automatically notified when:

  • A task is assigned to them
  • A task due date is approaching
  • Someone comments on their task
  • Task status changes

Control notifications in Settings > Notifications.

Team Activity and Audit Log​

View Team Activity​

See what your team members are doing:

  1. Go to Dashboard > Team Activity Widget
  2. See recent changes:
    • Who made the change
    • What they changed
    • When they made it
    • Which project it affected
  3. Click "View Full Activity" for detailed history

Full Audit Log​

Access a complete history of all team actions:

  1. Go to Settings > Team > Audit Log
  2. See chronological list of all team activity
  3. Filter by:
    • Team Member - See activity from specific person
    • Action Type - Project created, keywords added, etc.
    • Date Range - Specific time period
  4. Export the log if needed

What Gets Tracked?​

SearchVector logs:

  • Project creation, edits, and deletion
  • Keywords added, modified, or removed
  • Tool runs and analyses
  • Team member invitations and removals
  • Settings changes
  • Report generation
  • File uploads and exports
info

Audit logs are available to account admins only and are kept for 12 months.

Best Practices for Team Collaboration​

Organization Strategies​

  1. Clear Role Definition - Make sure each team member understands their role and permissions
  2. Project Organization - Group related clients or initiatives into projects
  3. Naming Conventions - Use consistent naming for projects (e.g., "Client - 2026" or "Product - Q1 2026")
  4. Regular Check-ins - Have weekly team meetings to discuss progress
  5. Documentation - Keep notes in task descriptions for future reference

Communication Tips​

  1. Use Task Comments - Document decisions and feedback in task comments
  2. Clear Descriptions - Write detailed task descriptions so team members understand expectations
  3. Set Deadlines - Use due dates to keep projects on track
  4. Mention Colleagues - Use @mentions to notify specific team members
  5. Regular Updates - Update task status frequently so others know where you are

Permission Best Practices​

  1. Principle of Least Privilege - Give team members only the access they need
  2. Regular Audits - Review team member access quarterly
  3. Remove Inactive Users - Remove team members who are no longer active
  4. Separate Client Access - Give clients Viewer role only to their projects
  5. Admin Backup - Ensure at least 2 admins per account for continuity

Workflow Optimization​

  1. Clear Task Assignment - Assign tasks to one primary person
  2. Deadline Spacing - Don't assign all tasks the same due date
  3. Progress Tracking - Use status updates to communicate progress
  4. Regular Reporting - Generate reports for stakeholders
  5. Knowledge Sharing - Use comments to document learnings

Multi-Account Management​

Accessing Multiple Accounts​

If you're invited to multiple SearchVector accounts:

  1. Sign in to SearchVector using "Continue with Google"
  2. Click your profile icon > "Switch Account"
  3. Select the account you want to access
  4. You're now logged into the selected account

Managing Multiple Teams​

As an admin for multiple accounts:

  • Each account has separate billing, credits, and settings
  • You can switch between accounts anytime
  • Team members are specific to each account
  • Projects don't transfer between accounts
  • Keep careful track of which account is active
warning

Make sure you're in the correct account before making billing changes or inviting team members. You don't want to invite someone to the wrong account!

Troubleshooting Team Issues​

Team Member Can't Access Their Project​

  1. Verify their role has project access permissions
  2. Check project-level access settings
  3. Ask them to try logging out and back in
  4. Clear their browser cache
  5. Contact support if issue persists

Invitation Not Received​

  1. Check spam/junk folder
  2. Verify email address is correct
  3. Ask admin to resend invitation
  4. Try inviting with different email address
  5. Check if user already has an account

Can't See Activity from Team Member​

  1. Verify you're an admin (only admins see full activity)
  2. Check if team member's activity is from a project you have access to
  3. Review audit log filters
  4. Ask the team member directly about their actions

Frequently Asked Questions​

Q: Can team members have different access to different projects? A: Yes! Use project-level access settings to give team members access to only the projects they need.

Q: Can I change someone's role after inviting them? A: Yes, go to Settings > Team Members and update their role anytime.

Q: What happens to their work if I remove a team member? A: Their work remains in SearchVector. Removing them only revokes their access.

Q: Can viewers run tools? A: No, viewers can only view and export reports. They cannot run any analysis tools.

Q: How many accounts can I be part of? A: You can be invited to multiple accounts. Use the "Switch Account" feature to access them.

Next Steps​

  1. Invite Your Team - Start adding team members to your account
  2. Assign Roles - Give each member appropriate permissions
  3. Create Tasks - Start assigning work to team members
  4. Monitor Activity - Check the audit log regularly
  5. Optimize Workflows - Refine processes based on what works for your team

Questions about team collaboration? Email [email protected]!