ISMS.online makes it easy to work on your own or collaborate with others—whether they’re from your organisation or external partners. Work in ISMS.online is organised into work areas, and each one has a Team that determines who can access it and what they can do.

You’re in control of who you work with and how much visibility and contribution each person has.


Team Member Permissions

Every work area gives you flexibility to decide how much each Team member can do:

  • The creator of a work area automatically becomes its administrator. They’re responsible for managing access, permissions, and the overall direction of the area.
  • Other Team members may be added as contributors or given view-only access.
  • In some areas, such as Accounts, senior management overview permissions allow access to all Accounts across your organisation.


Individuals and Groups in Teams

You can add individual users as Team members, or, for greater efficiency, create Groups:

  • Groups are useful when the same people work across multiple areas.
  • Adding or removing a Group automatically updates access for all its members across associated work areas.
  • This approach makes onboarding and offboarding quick and secure.


Navigating to the Team Page

  1. Go to the work area you want to update.
  2. Click the Team icon in the top-right corner of the page.


Managing Teams

Adding a Team Member

To add a new member (requires administrator rights):

  1. Click Add new Team member.
  2. Start typing the name of the user, Group, or organisation.
  3. Select from the list and click Add to Team.

Note: New Team members are given a default access level of Contribute.




Removing a Team Member

  1. Go to the Team page.
  2. Click Remove next to the user you wish to remove.


Changing a Team Member’s Access Level

  1. Go to the Team page.
  2. Choose one of three access levels:
    • Read-only – View content only.
    • Contribute – View and contribute (create documents, discussions, etc.).
    • Administer – Full rights, including editing others’ work and managing Team membership.
  3. Select the desired level, then click Save roles.

Granting Approval Rights in a Project

  1. Go to the Team page.
  2. Tick the box next to the user’s name to give them approval rights.
  3. Click Save roles.

Assigning Roles in an Account

  1. Go to the Team page.
  2. Click Select a role… (or the current role if already set) next to the user’s name.
  3. Tick the desired role and click Save.

Best Practices for Team Management

Before adding someone to a Team, consider:

  • Will this person contribute to the Purpose and Goals of the area?
  • Do they need administrative or approval rights, or just standard membership?
  • If they don’t need to contribute, is read-only access sufficient?

Top Tips

  • Regularly review Team memberships to ensure access remains relevant.
  • Assign more than one Administrator per area to cover absences.
  • For Projects, consider having multiple Approvers for smoother workflows.
  • To give a user access to a Tool within a Project, they must have access to the whole Project. To limit access, create a standalone Tool instead.

Note: If a user doesn’t appear when adding them, they may not yet have an ISMS.online account. You can easily create one for them.