Teams & Collaboration

Team Collaboration

Strayfiles Pro enables team collaboration through shared workspaces. Create teams, invite members, and collaborate on notes in real-time.

Creating a Team

1. Go to Settings > Teams
2. Click “Create Team”
3. Enter team name and description
4. You become the team owner

Team Roles

Role	Permissions
Owner	Full control: update/delete team, invite/remove members, manage workspaces, transfer ownership
Admin	Invite/remove members, create/delete shared workspaces, update team info
Member	View shared workspaces, add/edit notes in shared workspaces, leave team

Inviting Members

Team owners and admins can invite new members:

1. Open team settings
2. Click “Invite Member”
3. Enter email address
4. Invitation sent via email

Invitations:

• Expire after 7 days
• Contain secure one-time token
• Can be cancelled before acceptance
• Recipient can accept or decline

Rate Limits

To prevent abuse, invitation sending has rate limits:

• 5 email invitations per hour per recipient
• 20 total invitations per hour per team

If you hit the rate limit:

• Wait for the rate limit window to reset (1 hour)
• The app will show a clear error message
• Already-sent invitations remain valid

Invitation Flow

Owner sends invite
    ↓
Email sent to recipient
    ↓
Recipient clicks link
    ↓
Signs in (or creates account)
    ↓
Accepts or declines
    ↓
If accepted: added as team member

Shared Workspaces

Teams have their own workspaces, separate from personal workspaces:

Personal Workspaces (only you see):
  - work
  - ideas
  - projects

Team Workspaces (team members see):
  - Team X / documentation
  - Team X / meeting-notes
  - Team Y / shared-resources

Creating Shared Workspaces

Team owners and admins can create shared workspaces:

1. Open team view
2. Click “New Workspace”
3. Enter name, description, color, icon
4. Workspace available to all team members

Adding Notes to Shared Workspaces

Add notes to shared workspaces:

1. Open a note you own
2. Click “Share to Workspace”
3. Select team and workspace
4. Note now visible to team members

Or drag and drop in the UI.

Note Ownership

When you share a note:

• You remain the owner
• Team members can view and edit
• You can remove from shared workspace
• Deleting note removes from all shares

Removing Members

Team owners and admins can remove members:

1. Open team settings
2. Find member in list
3. Click “Remove”
4. Member loses access immediately

Removed members:

• Lose access to shared workspaces
• Keep their own notes (not deleted)
• Can be re-invited later

Leaving a Team

Members can leave teams:

1. Open team settings
2. Click “Leave Team”
3. Confirm

Owners cannot leave - they must:

• Transfer ownership, or
• Delete the team

Deleting a Team

Only owners can delete teams:

1. Open team settings
2. Click “Delete Team”
3. Confirm (this is permanent)

Deleting a team:

• Removes all shared workspaces
• Notes return to original owners
• All members lose access

Permission Summary

Action	Owner	Admin	Member
Update team info	Yes	No	No
Delete team	Yes	No	No
Transfer ownership	Yes	No	No
Invite members	Yes	Yes	No
Remove members	Yes	Yes	No
Leave team	No*	Yes	Yes
Create shared workspace	Yes	Yes	No
Delete shared workspace	Yes	Yes	No
View shared workspaces	Yes	Yes	Yes
Add notes to workspace	Yes	Yes	Yes
Remove own notes	Yes	Yes	Yes
Edit notes in workspace	Yes	Yes	Yes

*Owners must delete team or transfer ownership

Real-Time Collaboration

When team members edit shared notes:

• Changes sync in real-time
• See who’s editing (coming soon)
• Conflict resolution if simultaneous edits

Security

Team data is:

• E2E encrypted (same as personal notes)
• Isolated per team
• Access controlled via membership

Team invitations:

• Secure tokens (never exposed in API)
• Time-limited (7 days)
• Single-use

Use Cases

Documentation team:

• Shared workspace for docs
• Real-time collaborative editing
• Version history for all changes

Project team:

• Meeting notes accessible to all
• Project documentation centralized
• Easy onboarding for new members

Small company:

• Company-wide knowledge base
• Department-specific workspaces
• Access control via team membership