Create and manage multiple webQsee teams

How teams work in webQsee

• Every webQsee user account has an implicit team of one. On the free plan that's it, you can't invite anyone else.
• To get multi-member teams you upgrade the account's plan to Studio or Enterprise. The team grows by inviting other webQsee user accounts as members.
• One person (one email) can be a member of multiple teams, switching between them using the toolbar's team-switcher.
• To run multiple paid teams in parallel you need one paid account per team, because the paid plan is what owns the team. We'll show two patterns below.

Pattern A, one paid account per team, with a central manager

Recommended for organisations that want one person to administrate every team without juggling logins.

1. Register one webQsee account per team

   Use a team mailbox, not a personal one, e.g. qa@example.com for the QA team, devops@example.com for the DevOps team. Go to view.webqsee.com or the extension's Sign in / Register dialog, register, verify the email.

   Sanity check: Each team mailbox has received and confirmed a webQsee registration link. Each account can sign in to the webQsee main window.

2. Upgrade each team account to a paid plan

   Sign in as each team account, open Pricing from the menu or directly from webQsee's main window → Settings → Plan & Billing → Upgrade. Pick Studio or Enterprise and complete checkout.

   Sanity check: Each team account shows the upgraded plan in Settings → Plan & Billing with a green "Active" badge and a next renewal date.

3. Name each team meaningfully

   Each paid account's implicit team starts with a default name. Sign in as the team account → Settings → Current User and Team → Team name → edit → save. Use names that read well in the team-switcher, e.g. "QA, Example Inc.", "DevOps, Example Inc.".

   Sanity check: The top of the main window shows the new team name, and Settings reflects the rename immediately.

4. Register the central manager account

   Register one more webQsee account, e.g. webqsee-admin@example.com. This account does not need a paid plan of its own, it will piggy-back on the teams it gets invited into.

   Sanity check: The manager account can sign in and shows its own "personal" team of one (free plan).

5. Invite the manager into every team

   For each team: sign in as the team account → Settings → Current User and Team → Members → Invite member. Enter webqsee-admin@example.com with role Member, send invite.

   Sanity check: The Members list now shows the manager as Invited. The manager's mailbox receives an invitation email.

6. Accept invitations as the manager

   Sign in as the manager account, click the invitation link in each email (or accept from Settings → Pending invitations). After accepting all of them the team-switcher in the toolbar lists every team.

   Sanity check: Click the team-switcher (small dropdown in the main webQsee toolbar). You should see "Personal" plus one entry per team you accepted into.
   

7. Promote the manager to super-admin in every team

   Sign back in as each team account → Settings → Current User and Team → Members. Find webqsee-admin@example.com → Change role → Super-admin. Save.

   Super-admin lets the manager rename the team, invite/remove members, configure Cloud Gallery, and transfer ownership, everything an owner can do, without literally being the billing owner.

   Sanity check: Sign in as the manager, switch to that team, open Settings. The previously locked admin controls (rename, invite, kick, change Cloud settings) are now editable. The Members tab shows the manager's role as Super-admin.

Pattern B, one person owns all teams

If a single person will pay for and own every team, they can register multiple webQsee accounts using email plus-addressing (you+qa@example.com, you+devops@example.com) or aliases. Each account owns one paid team; the person invites their own day-to-day account into every team as super-admin.

Same steps as Pattern A, just replace "team mailbox" with "your plus-aliased mailbox".

Renaming a team

1. Switch to the team you want to rename

   Use the team-switcher in the toolbar. The active team determines what the Settings page applies to.

   Sanity check: The team name in the top-left/top of the main window matches the team you intend to rename.

2. Open Settings → Current User and Team

   Find the Team name field. Click Edit, type the new name, click Save.

   Sanity check: A toast "Team renamed" appears, the title bar updates immediately, and within a few seconds the team-switcher and every other member's webQsee shows the new name.

Inviting a new member

1. Switch to the target team and open Members

   Settings → Current User and Team → Members tab.

   Sanity check: The Members list is visible, with the active team's name in the page header.

2. Click Invite member

   Enter the new member's email address and choose a role (Member, Admin, or Super-admin). Click Send invite.

   Sanity check: The invitee appears in the Members list with status Invited. webQsee dispatches an email to the address.

3. The invitee accepts

   The new member opens the invitation email (or webQsee → Settings → Pending invitations) and clicks Accept. If they don't have a webQsee account yet, the link guides them through a quick registration.

   Sanity check: The Members list status changes from Invited to Active. The new member sees the team in their own team-switcher.

Removing a member

1. Open Members for the right team

   Switch to the team → Settings → Current User and Team → Members.

   Sanity check: You see the Members list for the correct team.

2. Remove the member

   Find the row, click the kebab menu (…), choose Remove from team, confirm.

   Sanity check: The row disappears from the Members list. The removed person's webQsee no longer shows that team in their team-switcher (after up to a minute, until their session syncs).

3. (Cloud storage) revoke their AWS access

   If you use Cloud Gallery, also delete or deactivate that person's IAM user (or at least their access key) so they can no longer read the bucket via webQsee. See the relevant S3 setup tutorial for the exact location.

   Sanity check: Their access key shows Status: Inactive (or the IAM user is deleted). Their webQsee Cloud Gallery shows "Cloud Storage disconnected" after a refresh.

Transferring team ownership

The team owner is the account that pays the bill and is the only one who can cancel the plan. To hand a team over:

1. Make sure the new owner is already a member

   If not, invite them first (above) and have them accept the invitation.

   Sanity check: The new owner is listed under Members with status Active.

2. Initiate the transfer

   Sign in as the current owner → switch to the team → Settings → Current User and Team → Transfer ownership. Pick the new owner from the dropdown, confirm.

   Sanity check: A confirmation email goes to the new owner. The current owner's role is automatically downgraded to Super-admin.

3. The new owner accepts

   The new owner clicks the confirmation link, possibly enters their own payment method depending on the billing model.

   Sanity check: In Settings → Plan & Billing the "Owner" line shows the new account's email. The previous owner can still administer the team as Super-admin but no longer holds billing.

Troubleshooting

• "I don't see the team-switcher button": your account is a member of exactly one team (or just your personal team). The switcher only appears when you're in two or more teams. Accept another invitation first.
• "Invite member is greyed out": the team is still on the free plan. Open Settings → Plan & Billing → Upgrade.
• "Cannot promote member to Super-admin": only the team owner can set roles to Super-admin. Sign in as the owner of that team, not as a regular admin.
• "Transfer ownership button is missing": only the current owner sees it. Make sure you're signed in as the billing account, not a super-admin.
• "Renamed team didn't propagate to other members": their session caches the team name for up to a minute. Ask them to reload the main window (Alt+A close & reopen, or refresh view.webqsee.com).
• "Invitation email never arrived": check the invitee's spam folder. The sender is noreply@webqsee.com. If it's still missing after 5 min, remove and re-invite from the Members tab; this re-sends.
• "I want to merge two teams": webQsee can't currently merge teams. The closest workaround is to invite every member of team B into team A, share data via the cloud or export/import, then cancel team B's plan.

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