Team Management — Build and Organize Your Team

Your team is the foundation of everything in Lifecycle. This guide covers inviting members, configuring their access, organizing them into teams, and keeping your roster clean over time.

Inviting Members

Settings → Team → Invite Member

Enter the person's email address and select their organization role. Lifecycle sends them an invitation with their login credentials. Once they accept, they appear in your active members list.

Tip: Set the org role carefully at invite time — it determines what the person can see and do across the whole organization. You can always change it later.

Choosing the Right Role on Invite

If this person is... Give them...
A core team member who creates and ships work User
An executive or stakeholder who needs visibility Viewer
An external contractor working on specific tasks User with Contributor board role
A client or customer submitting requests Customer
A team lead managing board settings User, then promote to Board Admin
An organization owner or operations manager Admin

Member Settings

Click any member's name in Settings → Team to open their member settings panel.

Organization Role

Dropdown to change between Admin, User, Viewer, and Customer. Changes apply immediately.

Board Access

A list of all boards in the organization. For each board, you can:

  • Toggle access on/off — controls whether the member can see the board at all
  • Set their board role — Admin, Member, Contributor, or Viewer

A member with board access toggled off cannot see the board exists. A member with access toggled on sees the board in their sidebar.

Weekly Hours

Set the number of hours this person works per week. This is used for sprint capacity planning — Lifecycle uses it to calculate whether a sprint is over or under capacity when assigning work.

Tip: Be realistic here. If a team member works 40 hours but spends 8 hours in meetings and 2 hours on ops, their true sprint capacity is closer to 30 hours. Accurate weekly hours = accurate capacity planning.

Job Title

A free-text label for the member's role. Displayed in their profile and useful for filtering in views.

Team Assignment

Assign the member to one or more organizational teams (see Teams below). Team assignment can be used as a filter and grouping option across all boards.

Active / Inactive Toggle

Deactivating a member immediately removes their access to all boards and the organization. Their account still exists, all their work history is preserved, and they still appear in assignment dropdowns with an "Inactive" label.

Reactivating restores access. No data is lost.

Teams

Teams are organizational groups within your company. They're used to group members and filter work items.

Creating a Team

Settings → Teams → Create Team

  • Name: The team name (e.g., Backend, Frontend, QA, Design, Data)
  • Color: Optional color label for visual identification

Managing Team Members

From the Teams page, open any team to add or remove members. Members can belong to multiple teams.

Using Teams in Work Items

Team is a default custom field on work items (select type). You can:

  • Assign a team to any story or task
  • Group your board by Team to see work organized by team
  • Filter by team to see only work assigned to a specific group
  • Report on throughput and velocity per team

Example setup for a 30-person org:

Backend Engineering (12 members)
Frontend Engineering (8 members)
Data & ML (4 members)
QA (3 members)
Design (3 members)

Each team can then be selected on work items, and anyone can quickly answer "what is the backend team working on this sprint?"

Deactivating vs. Removing Members

Deactivate (recommended): The member loses access but their history is preserved — comments, assignments, time logs, and audit trail all remain intact. They can be reactivated at any time.

Remove (permanent): Completely removes the member from the organization. Use this only when you're certain the account is no longer needed. Historical data attributed to the member is preserved even after removal.

To deactivate: member settings → Active toggle → off. To remove: member settings → Remove Member (confirmation required).

Password Reset

Admins can trigger a password reset email for any team member from their member settings panel. This sends a reset link to the member's email address.

Members can also reset their own password via the login screen → "Forgot password."

Customer Management

Customers are managed separately from internal team members.

Settings → Team → Customers tab

From here you can:

  • View all registered customers
  • See which customers have submitted requests and how many
  • Remove a customer account (this revokes their portal access)
  • View a customer's submission history

Customer accounts are created by customers themselves via the public join link — you don't invite them manually. To disable new customer signups entirely, toggle off "Allow customer signup" in Organization Settings.

Bulk Member Management

For organizations with large teams, use the filter and search in the Team settings to find specific members quickly. You can filter by:

  • Organization role
  • Board access (which boards they're on)
  • Team assignment
  • Active / Inactive status

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