Team Management and Collaboration

MailSentinel supports team collaboration with role-based access control. This guide shows you how to invite team members, manage permissions, and work together on email authentication.

Overview

MailSentinel team features include:

• Role-based access control - Different permission levels
• Team invitations - Easy member onboarding
• Domain access control - Per-domain permissions
• Activity logs - Track team actions
• Notification preferences - Individual alert settings

Step 1: Access Team Settings

1. Log in to your MailSentinel dashboard
2. Click Settings in the sidebar
3. Go to Team tab
4. You'll see current team members and invitation options

Step 2: Invite Team Members

Send Invitation

1. In Team settings, click Invite Member
2. Enter team member's email address
3. Select Role (see roles below)
4. Choose Domain Access:
   • All domains - Access to all domains
   • Specific domains - Select which domains
5. Click Send Invitation

Invitation Email

The team member will receive:

• Invitation email with link
• Instructions to create account
• Role and access information

Accept Invitation

1. Team member clicks invitation link
2. Creates MailSentinel account (if needed)
3. Accepts invitation
4. Gains access based on role

Step 3: Understand Roles

Owner

Permissions:

• Full access to all features
• Manage billing and subscription
• Delete organization
• Manage all team members
• Access all domains

Use For:

• Organization creator
• Primary administrator
• Billing contact

Admin

Permissions:

• Manage domains
• Configure alerts
• View all reports
• Invite/remove team members (except Owner)
• Manage team member roles
• Access all domains

Use For:

• IT administrators
• Email administrators
• Security team leads

Member

Permissions:

• View assigned domains
• View reports
• Configure personal alerts
• Comment on issues
• Limited domain access

Use For:

• Team members
• Support staff
• Analysts

Viewer

Permissions:

• View-only access
• Read reports
• No configuration changes
• Limited domain access

Use For:

• Executives
• Auditors
• Read-only access needs

Step 4: Manage Domain Access

Assign Domain Access

Per-Member Access:

1. Go to team member settings
2. Click Edit Access
3. Select domains:
   • All domains - Full access
   • Specific domains - Choose domains
   • No access - Remove access
4. Save changes

Domain-Specific Roles

Different roles per domain:

• Admin for production domains
• Viewer for test domains
• Member for marketing domains

Step 5: Configure Team Notifications

Individual Alert Preferences

Each team member can:

• Set personal email notifications
• Choose alert frequency
• Select which alerts to receive
• Configure notification times

Configuration:

1. Go to Settings → Notifications
2. Choose alert types
3. Set frequency
4. Save preferences

Team-Wide Alerts

Organization-level alerts:

• Configured by Owner/Admin
• Sent to all team members
• Critical issues only
• Escalation rules

Step 6: Manage Team Members

Edit Member Role

1. Go to Team settings
2. Find team member
3. Click Edit
4. Change role
5. Update domain access
6. Save changes

Remove Team Member

1. Go to Team settings
2. Find team member
3. Click Remove
4. Confirm removal
5. Member loses access immediately

Resend Invitation

If invitation expired:

1. Find pending invitation
2. Click Resend
3. New invitation sent
4. Link valid for 7 days

Best Practices for Team Management

1. Principle of Least Privilege

Grant Minimum Access:

• Start with Viewer role
• Upgrade as needed
• Remove access when not needed
• Regular access reviews

2. Role Assignment

Match Roles to Responsibilities:

• IT team: Admin role
• Analysts: Member role
• Executives: Viewer role
• Billing: Owner role

3. Domain Access Control

Limit Domain Access:

• Production domains: Admins only
• Test domains: All members
• Marketing domains: Marketing team
• Client domains: Specific access

4. Regular Audits

Quarterly Reviews:

• Review team members
• Remove inactive members
• Update roles as needed
• Verify domain access

5. Documentation

Keep Records:

• Who has access to what
• Why access was granted
• When access expires
• Role changes history

Common Team Scenarios

Scenario 1: Small Business

Team Structure:

• Owner: Business owner
• Admin: IT administrator
• Member: Marketing manager

Access:

• Owner: All domains
• Admin: All domains
• Member: Marketing domains only

Scenario 2: Enterprise

Team Structure:

• Owner: CISO
• Admins: IT team leads
• Members: Analysts
• Viewers: Executives

Access:

• Admins: Production domains
• Members: Assigned domains
• Viewers: Read-only access

Scenario 3: Agency

Team Structure:

• Owner: Agency owner
• Admins: Account managers
• Members: Client teams

Access:

• Admins: All client domains
• Members: Assigned client domains
• Isolated per client

Activity Logs

View Activity

Track Team Actions:

• Domain changes
• Alert configuration
• Team member changes
• Access modifications

Access:

1. Go to Settings → Activity Logs
2. Filter by:
   • User
   • Action
   • Domain
   • Date range
3. Review activity

Troubleshooting Team Issues

Issue: Member Can't Access Domain

Solutions:

1. Check domain access assignment
2. Verify role permissions
3. Check invitation status
4. Verify account is active
5. Contact support if needed

Issue: Too Many Notifications

Solutions:

1. Adjust notification preferences
2. Use daily digest instead of immediate
3. Filter by severity
4. Configure quiet hours

Issue: Member Not Receiving Invitation

Solutions:

1. Check email address is correct
2. Check spam folder
3. Resend invitation
4. Verify email domain not blocked
5. Contact support

Next Steps

After setting up your team:

1. Configure Alerts - Set up team notifications
2. Monitor DMARC Reports - Track authentication status
3. Review Dashboard - Understand your data
4. Set Up API Access - Integrate with your systems

Additional Resources

• Configuring Alerts - Alert setup guide
• Dashboard Overview - Using the dashboard
• API Documentation - API integration guide