Teams v2

Organize your workspace around the people and research that belong together.

Teams let you scope studies, candidates, and repository artifacts so the right people have access to the right research. Whether your organization runs research across independent product lines or collaborates freely across departments, Teams give you the structure to match.

What Are Teams?

A Team in Great Question represents a group of workspace members who collaborate on research together. Teams help you:

• Organize studies by assigning them to a specific Team.

• Manage candidate access so Teams only see and contact the candidates relevant to them.

• Scope your repository to surface insights that matter to each Team.

• Allocate funding through Team-level wallets.

• Apply custom branding per Team for participant-facing materials.

You can find your Teams in the left sidebar under Your Teams, or manage all Teams by navigating to the Teams page.

Key Concepts

Team Affiliation

Every study and candidate in Great Question has an affiliation — this determines who can view, edit, and interact with it. There are three types:

Affiliation applies consistently across candidates and studies. When you see a Team name, "Workspace," or no affiliation on a resource, this is what's controlling access behind the scenes.

If your workspace was set up before this update, you may notice that the term "Contact Access" has been renamed to "Affiliation." The concept is the same, but the new name better reflects its broader role — affiliation now governs visibility and editing, not just who can contact a candidate.

Visibility Modes

Your workspace Admin controls how much Teams can see of each other's work. There are two modes:

Open mode (default). All members can view candidates and studies across the workspace, regardless of Team membership. Edit access is still limited to your own Team's resources (for Creators) or all resources (for Admins).

Private mode. Members can only see candidates and studies belonging to their own Teams. This is designed for organizations with strict data separation requirements — for example, distinct product lines, agencies managing multiple clients, or regulated environments. Even in private mode, resources with Workspace affiliation remain visible to everyone.

[Screenshot: Visibility settings in admin permissions]

User Roles and Teams

How you interact with Teams depends on your workspace role:

Note: Study owners always retain edit access to their own studies, regardless of affiliation or permission settings.

Creating a Team

Who can create a Team: Admins only.

1. Click the + button next to "Your Teams" in the sidebar, or go to the Teams page and click Create team.

2. Enter a name for the Team. We suggest using how teams are organized at your company (e.g., a product area or department name).

3. Choose an icon and color to make the Team easy to identify.

4. Add members who do research for this Team. You can search for workspace members by name.

5. Click Create.

A Team must have a name. Icon, color, and members are optional and can be updated later.

[Screenshot: Create team modal]

Managing Team Members

Adding and Removing Members

Admins and existing Team members can edit a Team's membership:

1. Go to the Teams page.

2. Open the actions menu on the Team and select Edit Team.

3. Use the member search field to add new members, or click the remove button next to a member's name to remove them.

4. Click Save.

Members can belong to multiple Teams.

Joining and Leaving Teams

How members join a Team depends on the Join Access setting:

• Self-join allowed (default): Any Admin or Creator can join the Team on their own. Observers must be added by an Admin.

• Admin-added only: Only Admins can add members to the Team.

To join a Team (when self-join is allowed), go to the Teams page, open the actions menu on the Team, and select Join Team. To leave, select Leave Team from the same menu.

Editing Join Access

1. Go to Teams and click on the Team name to open its profile.

2. In the Join Access section, click Edit.

3. Choose between Self-join allowed or Admin-added only.

4. Click Save.

This setting controls how workspace members can join the Team, not the visibility of Team data.

[Screenshot: Join access settings]

Team Navigation

Once you're a member of a Team, it appears in your sidebar under Your Teams. Expanding a Team gives you quick access to:

• Candidates — View candidates scoped to the Team

• Studies — View studies belonging to the Team

• Repository — Browse the Team's research repository

You can also click the search icon next to "Your Teams" to go to the full Teams management page.

Assigning Studies to a Team

Studies can be affiliated with a Team or with the broader Workspace.

When creating a new study, select a Team from the Team picker. If you have permission to create Workspace studies, you can also choose Workspace to make the study visible to everyone.

Studies created by Team members now default to their Team automatically, reducing manual setup.

On an existing study, use the Team picker in the study header to change its affiliation. When you change a study's affiliation, the following are affected:

• Access — Which Team members can view and edit the study

• Candidates — Which candidates can be shortlisted and contacted

• Artifacts — Where research artifacts appear in the repository

• Funding — Which wallet is used for incentives

• Branding — What branding participants see

• Consent — The default consent form used

A confirmation dialog will explain these changes before the affiliation is updated.

If your workspace has Team access control enabled and you are not a member of any Team, you may see a message: "You must be on at least 1 team to create a study." Visit the Teams page to join or create a Team.

[Screenshot: Team picker on a study]

Managing Candidates by Team

Candidate Affiliation

Candidates follow the same affiliation model as studies:

• Team-affiliated candidates can only be contacted and edited by members of that Team (and Admins).

• Workspace-affiliated candidates are visible to all members and can be contacted by any Creator with edit access to the relevant study.

• No-one-affiliated candidates are only visible to Admins.

Candidates can be affiliated with multiple Teams.

Assign Candidates to a Team

1. Go to Candidates (global or team-specific view).

2. Select candidates using the checkboxes.

3. Click Manage → Change affiliation.

4. In the popup, select Only specific teams and check the boxes next to the desired Teams, or choose Workspace to make them globally available.

5. Click Save changes.

[Screenshot: Change affiliation modal]

Filter Candidates by Team

On the global Candidates page, click Filter, search for Affiliation, then choose the Teams you want to filter by.

Shortlisting Candidates to Studies

Which candidates can be shortlisted to a study depends on the affiliation of both the candidate and the study:

• Workspace-affiliated candidates can be shortlisted to any study.

• Team-affiliated candidates can be shortlisted to studies in the same Team, or to Workspace studies (if the user is a member of the candidate's Team).

• No-one-affiliated candidates cannot be shortlisted to any study.

If you select candidates that can't be shortlisted or contacted, the platform will let you know which ones are ineligible and why.

Permission Settings (Admins Only)

Admins have several settings to control how permissions work across Teams. These are found under Settings → Permissions.

Visibility

Controls whether Team data is visible to members outside the Team. When set to Admins & members of team (private mode), only Team members and Admins can see the Team's candidates, studies, and artifacts. When set to All members, everyone can view resources across Teams.

Manage Workspace Studies

Controls who can create Workspace-affiliated studies, change a study's affiliation to or from Workspace, and edit Workspace studies. Options are Admins & Creators (default) or Admins only.

Update Candidate Affiliation

Controls who can change a candidate's Team affiliation. Options are Admins & Creators (for Teams they belong to) or Admins only.

Manage Workspace Affiliation (Candidates)

Controls who can set candidate affiliation to Workspace. Options are Admins & Creators or Admins only.

[Screenshot: Permissions settings page]

Team Profile and Settings

Each Team has a profile page with settings you can configure:

• Name and Icon — Edit the Team's display name, icon, and color.

• Join Access — Control whether members can self-join or must be added by an Admin.

• Branding — Set custom branding for participant-facing pages. For details, see the Branding article.

• Legal — Manage Team-specific consent forms. For details, see the Consent Forms article.

To access Team settings, go to Settings in the sidebar and find your Team listed under the Teams section.

Team Wallets

Teams can have their own wallet for managing research incentives. When Team wallets are enabled:

• Each Team gets a dedicated wallet. Studies assigned to a Team can only use that Team's wallet.

• Workspace studies use the main (general) wallet.

• Admins allocate funds by moving them from the general wallet to a Team wallet.

Enable Team Wallets

Go to Settings → Wallets and toggle Team Wallets on. If you don't see this option, contact [email protected].

Fund a Team Wallet

1. Ensure your general wallet has funds.

2. Click Move funds.

3. Select the source wallet and the destination Team wallet.

4. Enter the amount and click Confirm & move.

Each Team wallet shows Available, Allocated, and Spent balances.

A study's affiliation cannot be changed while it has unspent funds allocated from a Team wallet. Close the study and return surplus funds first, then change the affiliation.

[Screenshot: Team wallets]

Deleting a Team

Admins and Team members can delete a Team. When a Team is deleted:

• Studies affiliated with the Team are moved to Workspace affiliation.

• Candidates who were only affiliated with that Team become Workspace-affiliated.

A Team cannot be deleted if:

• It has studies with unspent funds from a Team wallet — you must close those studies and return funds first.

• It is managed by an Identity Provider (IdP) — it must be removed from the IdP configuration first.

To delete a Team, go to the Team's profile page, click Delete Team, review the consequences, and confirm.

Identity Provider (IdP) Integration

If your organization uses SCIM provisioning, Teams can be managed through your Identity Provider:

• IdP-managed Teams are marked with a badge in the Teams table and profile page.

• Depending on your sync settings, membership changes for IdP-sourced users may be locked — they cannot be manually added or removed from the Team in Great Question.

• IdP-managed Teams cannot be deleted from within Great Question. They must be removed from your IdP configuration first.

• Local users (those not sourced from the IdP) can always be managed manually, even on IdP-managed Teams.

Troubleshooting

Can't create a Team. Only Admins can create or manage Teams. Confirm your role or contact an Admin.

Can't see Teams in Settings. Teams are only available on Enterprise plans. Contact [email protected] to enable it.

Can't move a study to a different Team. The study may have unspent funds from a Team wallet, or you may not be a member of the target Team. Creators can only move studies between Teams they belong to. Close the study and return funds, or ask an Admin to move it.

Can't create a study ("You must be on at least 1 team"). Your workspace has Team access control enabled and you're not a member of any Team. Go to the Teams page and join or create a Team.

Candidates I selected can't be shortlisted. The candidate's affiliation may not match the study's Team. Check that you're a member of the candidate's affiliated Team and that the candidate's affiliation is compatible with the study's affiliation.

Can't contact a candidate from a Workspace study. Even on Workspace studies, you can only contact candidates affiliated with Teams you belong to (or Workspace-affiliated candidates). This ensures Team-level data boundaries are respected.

Candidate affiliation not saving. Try refreshing the page. If the issue persists, confirm that your Admin has granted you the Update Candidate Affiliation permission.

Funds not transferring between wallets. Team Wallets may not be enabled. Contact [email protected] for assistance.

Quick Reference

Still need help?

Reach out to us anytime in the app or email us at [email protected].