Team
The Team page keeps a record of your staff in one place: who is on the team, their role, signed team agreements and other documents, their contact and bank details for refunds, which inventory items they hold and which expenses concern them.
Navigation
Organisation → Team
A team member is a record of its own. It can be linked to a player of your organization, but it does not depend on access groups: someone without a game account (for example a person who stores hardware for you) can be on the team too, and removing someone's rights does not remove their record.
The team list
The list shows your current members with their role, linked player and the custom fields you marked In list — for example whether the team agreement has been uploaded (✓ present / ✗ missing). Switch to Archived to see members who left. An archived member who still holds inventory items is flagged.
Team member adds a new member. Contact, address and bank details are entered afterwards on the member's page.
A member's page
The page has five tabs:
| Tab | What it shows |
|---|---|
| Record | Core data (role, joined, left, notes), your custom fields, personal data, the linked player and references |
| Documents | Uploaded documents with their details |
| Inventory | Items the member holds now, and items they held before |
| Expenses | Manual bookings that concern the member |
| History | Everything that was done with this record, from the audit trail |
Edit opens the record in a drawer: core data, custom fields and — once revealed — the personal data. From ⋯ you can archive a member who left, set them active again, erase their personal data or delete a record created by mistake.
Personal data
Email, phone, address, account holder, IBAN, BIC and PayPal address are personal data, as are every field and document marked Confidential. Only members with the right to see the team's personal data see them, and even then they are masked at first (DE89 •••• 3000). Reveal shows them in full and is recorded in the audit trail with your name. IBANs are checked against their check digits when you save them.
Erasing personal data
When someone has left, archive them first. Erase personal data then permanently deletes their contact, address and bank details and every confidential field and document. Their name, role, dates, non-confidential data and the links to inventory and expenses stay, so your books remain traceable. Nothing is erased automatically.
Documents
Drop files onto the Documents tab or choose them. One document can consist of several files — the pages of a contract, front and back of a receipt. Give it a title, mark it Confidential if needed and add free details such as Amount: 79.90 €; details you used before are suggested. The title of a confidential document stays visible to everyone with the team right; its details and files do not. PDFs, images, plain text and Office documents up to 20 MB per file are accepted.
Team files are private: they are never available under a public link and can only be downloaded on this page by members with the team right (confidential ones with the personal-data right, recorded in the audit trail).
Team settings
Team settings defines the fields every member's record has, in addition to the fixed ones. Each field has a name and a type:
| Type | For |
|---|---|
| Short text, Long text | Free text, e.g. Discord handle |
| Number, Date, Yes/No, Link | Values of that kind |
| Choice | One or several of your options, e.g. responsible servers |
| File | A document per member, e.g. the signed team agreement |
A File field keeps one current document per member. Uploading a new version keeps the old one as an older version. A file field can ask for details on every upload — for a team agreement, for example Signed on (date) and Version (short text).
Confidential hides a field from members without the personal-data right; In list shows it as a column in the team list. Changing a field's type or deleting it discards every value and file stored in it — you are asked to confirm before saving.
Inventory and expenses
In the inventory, an item's holder is either a team member or someone external. Choosing a team member shows their address and contact from their record, so a move only has to be entered once. The item's change history records who held it.
A manual income or expense can be linked to the team member it concerns with Concerns team member — also after it has been booked, since it is a reference and not booking data. The expense list has a Team member column and filter. When you record receipts, the AI suggests the team member a receipt belongs to.
AI Companion
The AI Companion and connected AI apps can look up members, add or update them, hand inventory items to them and link bookings to them — without personal data. Reading a member's personal data is a separate tool that needs your explicit consent for each read: the Companion asks you first and always shows the read as a card you have to approve; every read is recorded in the audit trail with your consent. This is not available in Discord, where the answer could be read by others. Files are never readable by the AI, only their titles and details.
Permissions and access rights
| Right | Allows |
|---|---|
| View team | See the team list, records without personal data, documents that are not confidential (of confidential ones only the title), the member's inventory and expenses |
| View personal data of the team | Reveal and edit personal data, confidential fields and documents |
| Manage team | Add, edit, archive and delete members, upload documents, erase personal data and edit the team settings |
Members who manage the inventory or the accounting can pick team members by name without the team rights.