Inviting Team Members

HelpFiles supports team collaboration so multiple people can contribute to your knowledge base. This guide covers how to invite members and manage roles.

Adding Team Members

To invite a new team member:

1. Open the Editor interface
2. Navigate to Collaboration settings
3. Click "Invite Member"
4. Enter their email address
5. Select a role
6. Click Send Invitation

The invited member will receive an email with instructions to access the editor.

Roles and Permissions

HelpFiles has three roles:

Admin

• Full access to all content and settings
• Can invite and remove team members
• Can manage branding and customization
• Can delete categories and articles

Editor

• Can create, edit, and publish articles
• Can manage FAQs and changelog entries
• Can create and reorder categories
• Cannot access team or branding settings

Viewer

• Read-only access to the editor interface
• Can preview unpublished content
• Cannot make any changes

Collaboration Workflow

Writing Together

When multiple editors are working on content:

• Assign ownership — Each article should have a primary author
• Use drafts — Save work-in-progress articles as drafts before publishing
• Communicate — Use your team's communication tools to coordinate changes

Review Process

For teams that need content review:

1. Author creates or updates an article in draft mode
2. Reviewer accesses the draft via the editor
3. After review, the article is published

Best Practices

• Limit admin access — Only give admin roles to people who need full control
• Onboard editors — Share this documentation with new team members
• Regular reviews — Schedule periodic content reviews to keep articles accurate
• Ownership model — Assign category owners responsible for keeping content up to date