> ## Documentation Index
> Fetch the complete documentation index at: https://docs.newport.ai/llms.txt
> Use this file to discover all available pages before exploring further.
# Collaborating with Your Team in Google Effectively
> Invite teammates, assign roles, share projects, comment on records, and track team activity using Google's built-in collaboration features.
Google is built for teams — every feature from record editing to notifications is designed with multi-user collaboration in mind. Whether your team is co-located or fully distributed, Google gives you the tools to keep everyone aligned: granular role-based permissions, real-time comments and @mentions, a detailed activity log, and flexible guest access for external collaborators. This guide walks through each of these features so you can get your team working together effectively from day one.
## Inviting Team Members
Navigate to **Settings → Team** in the left sidebar. This page lists all current members, their roles, and the status of any pending invitations.
Click **+ Invite Members**. Enter one or more email addresses (comma-separated) in the input field, choose a role for the invitees, and click **Send Invitations**. Each person receives an email with a secure link to join your workspace. The invitation expires after 7 days — you can resend it from the pending invitations list if needed.
For situations where you want to share a single link (e.g., in a Slack channel or onboarding doc), click **Generate Invite Link**. You can configure the link to assign all joiners a specific role and optionally set an expiry date. Copy the link and share it through any channel. You can revoke the link at any time from the same panel.
Once an invitee accepts, their name and avatar appear in the active member list. You can update their role or remove them at any time by clicking the **⋯** menu next to their entry.
## Roles & Permissions
Google's role system gives you precise control over what each team member can see and do. Every workspace member is assigned exactly one of three roles.
| Capability | Admin | Editor | Viewer |
| -------------------------------------- | ----- | -------------------- | ------------ |
| **Projects** — Create, archive, delete | ✅ | ✅ Create & edit only | 👁 View only |
| **Records** — Create, edit, delete | ✅ | ✅ | 👁 View only |
| **Settings** — Workspace configuration | ✅ | ❌ | ❌ |
| **Billing** — Plan, invoices, payment | ✅ | ❌ | ❌ |
| **API Keys** — Generate, revoke | ✅ | ❌ | ❌ |
| **Team** — Invite, remove members | ✅ | ❌ | ❌ |
A workspace must have at least one Admin at all times. If you are the sole Admin, you must promote another member before you can downgrade your own role.
## Sharing Projects
Each project in Google has its own visibility setting that controls who can access it, independent of workspace-level role assignments.
**Setting Project Visibility**
Inside a project, click the **⚙ Settings** tab, then find the **Visibility** option:
* **Private** — Only explicitly invited members and Admins can view or edit the project.
* **Team** — All workspace members can view and contribute based on their workspace role.
* **Public** — Anyone on the internet with the link can view the project in read-only mode. Members with appropriate roles can still edit.
**Sharing a Project Link**
Click the **Share** button in the top-right corner of any project to copy a direct link to it. For Public projects, this link works for anyone. For Private and Team projects, recipients must be workspace members with access to see the content.
## Comments & Mentions
Real-time discussion lives directly on your records — no need to switch to a separate messaging tool.
**Adding a Comment**
Open any record and scroll to the **Activity & Comments** panel at the bottom of the detail view. Click the comment box, type your message, and press **Enter** (or click **Post**) to submit. Comments support markdown formatting — use `**bold**`, `_italic_`, and `` `inline code` `` as needed.
**@Mentioning Teammates**
Type `@` followed by a name or email address to mention a specific teammate. A dropdown shows matching members — select the right person and they'll receive an in-app notification and (if enabled) an email alert that they've been mentioned in a discussion.
Use `@here` in any comment to send a notification to **all members** who have access to the current project. This is ideal for urgent updates or announcements that the whole team needs to see, without needing to @mention everyone individually. Use it sparingly to avoid notification fatigue.
**How Notifications Work**
Notifications are triggered when:
* Someone @mentions you in a comment
* A record is assigned to you
* A comment is posted on a record you're watching
* A record you own changes status
You can configure your notification preferences per-channel (in-app, email, Slack) at **Settings → Notifications**.
## Activity Log
The Activity Log gives Admins and Editors a complete, searchable audit trail of everything that has happened in the workspace.
**Accessing the Log**
Go to **Settings → Activity Log**. The log shows every action taken — record creations, edits, deletions, permission changes, logins, and API calls — in reverse chronological order.
**Filtering the Log**
Use the filter bar at the top of the log to narrow results by:
* **User** — Show actions by a specific team member
* **Date range** — Restrict to a particular time window
* **Action type** — Filter to specific event categories (e.g., `record.deleted`, `member.invited`, `key.revoked`)
* **Resource** — Scope to a particular project or collection
**Exporting the Log**
Click **Export Log** to download the filtered view as a CSV. This is useful for compliance reporting or investigations.
## Guest Access
Guest access lets you bring external collaborators — clients, contractors, or partners — into specific projects without giving them broad access to your workspace.
**Inviting a Guest**
From inside a project, click **Share → Invite Guest**. Enter the external person's email address. Guests are always scoped to a **Viewer** role by default, meaning they can read and comment but cannot create, edit, or delete records. You can optionally promote a guest to **Editor** on a per-project basis.
Guests can access only the specific project they were invited to — they cannot see other projects, workspace settings, or member lists.
**Managing Guests**
You can view all current guests in **Settings → Team → Guests**. Remove a guest at any time by clicking **Revoke Access** next to their name. Their access is terminated immediately.
Guest seats are counted separately from full member seats on your billing plan. Check **Settings → Billing** to see your guest seat allowance and current usage.