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Setting Up Your Team

PixelPatrol is designed for teams. Whether you’re a small startup or a large enterprise, proper team setup ensures smooth collaboration and appropriate access control.

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Understanding Team Roles

Before inviting team members, understand the three role types:

Owner

Full Control
  • Manage billing & subscription
  • Delete team
  • Transfer ownership
  • All admin privileges
Only one owner per team

Admin

Management Access
  • Invite/remove members
  • Manage sites & rules
  • View all content
  • Cannot access billing

Member

Operational Access
  • Review moderation queue
  • View analytics
  • Cannot change settings
  • Read-only configuration

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Step 1: Access Team Management

  1. Click Team in the main navigation
  2. You’ll see the team overview page with current members
  3. Click “Invite Team Member” to add new people
Team Management Page

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Step 2: Invite Team Members

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Sending Invitations

Fill out the invitation form:
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email
string
required
Email address of the person you’re inviting
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role
select
required
Select the appropriate role:
  • Member: For moderators and reviewers
  • Admin: For team leads and managers
  • Owner: Only when transferring ownership
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message
string
Optional personalized message to include in the invitation email
  • Single Invitation
  • Bulk Invitations
{
  "email": "sarah@example.com",
  "role": "admin",
  "message": "Welcome to our moderation team! Looking forward to working with you."
}

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What Happens Next

  1. Email Sent: Invitee receives an email with a secure link
  2. Link Valid for 7 Days: They must accept within this timeframe
  3. Account Creation: If new to PixelPatrol, they’ll create an account
  4. Team Access: Once accepted, they immediately gain access
Invitation emails come from noreply@pixelpatrol.com. Ask invitees to check spam folders if not received.

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Step 3: Manage Pending Invitations

Track and manage sent invitations:

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Viewing Pending Invitations

In the “Pending Invitations” section, you can see:
  • Email address invited
  • Role assigned
  • Date sent
  • Time remaining
Pending Invitations

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Actions You Can Take

1

Resend Invitation

Click “Resend” if the original email was missed
2

Cancel Invitation

Click “Cancel” to revoke an invitation before acceptance
3

Copy Invitation Link

Get a direct link to share via other channels

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Step 4: Manage Existing Members

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Viewing Team Members

The team roster shows:
  • Name and email
  • Current role
  • Join date
  • Last active
  • Status (active/inactive)

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Changing Member Roles

Only team owners and admins can change roles.
  1. Find the team member in the list
  2. Click the role dropdown next to their name
  3. Select the new role
  4. Confirm the change
Role Change Effects:
  • Immediate: Changes take effect instantly
  • Logged: All role changes are logged for audit
  • Notified: Member receives email about role change

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Removing Team Members

Removing a member immediately revokes all access. This action cannot be undone.
  1. Click the ”…” menu next to the member
  2. Select “Remove from team”
  3. Confirm the removal
  4. Member loses access immediately

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Step 5: Team Settings

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Configure Team Preferences

Access additional team settings:
  • Team Name: Display name for your organization
  • Team Logo: Upload a logo for branding
  • Description: Brief description of your team
  • Two-Factor Authentication: Require 2FA for all members
  • Session Timeout: Set automatic logout duration
  • IP Restrictions: Limit access to specific IP ranges
  • Admin Alerts: Who receives important notifications
  • Daily Summaries: Enable/disable daily reports
  • Webhook Failures: Alert preferences for integration issues

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Best Practices for Team Management

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Role Assignment Guidelines

Choose roles based on responsibilities:
  • Owner: CEO, CTO, or billing manager
  • Admin: Team leads, project managers, head of moderation
  • Member: Content moderators, support staff, reviewers

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Security Recommendations

  1. Limit Admin Access: Only give admin role when necessary
  2. Regular Audits: Review team members quarterly
  3. Remove Inactive Users: Clean up members who’ve left
  4. Use Strong Passwords: Encourage or enforce password policies

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Onboarding New Members

Create a smooth onboarding experience:
1

Send Welcome Message

Include helpful context in your invitation:
  • What sites they’ll be moderating
  • Expected responsibilities
  • Team communication channels
2

Prepare Documentation

Have ready:
  • Moderation guidelines
  • Escalation procedures
  • Tool tutorials
3

Schedule Training

Plan for:
  • Platform walkthrough
  • Role-specific training
  • Q&A session

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Common Team Structures

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Small Team (2-5 people)

Owner (1) - Handles billing and overall management
Admins (1-2) - Manage day-to-day operations
Members (1-2) - Focus on content review

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Medium Team (6-20 people)

Owner (1) - Executive oversight
Admins (2-4) - Department heads
Members (3-15) - Specialized moderators

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Large Team (20+ people)

Owner (1) - C-level executive
Admins (5-10) - Team leads for different regions/products
Members (15+) - Dedicated moderation staff

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Troubleshooting Team Issues

  1. Check spam/junk folders
  2. Verify email address is correct
  3. Resend invitation
  4. Use direct invitation link
  5. Whitelist noreply@pixelpatrol.com
  • Verify you have owner or admin role
  • Cannot change owner role (must transfer ownership)
  • Cannot demote yourself
  • Check if member has accepted invitation
  • Confirm their role has appropriate permissions
  • Check if invitation was fully accepted
  • Verify no IP restrictions blocking access
  • Have them log out and back in

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Team Collaboration Features

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Shared Resources

All team members can access:
  • Moderation queue
  • Site analytics
  • Rule configurations (read-only for members)
  • Team activity logs

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Communication Tools

PixelPatrol integrates with popular communication platforms for alerts and notifications.
  • Slack Integration: Real-time moderation alerts
  • Email Digests: Daily/weekly summaries
  • In-App Notes: Leave comments on moderation decisions

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Scaling Your Team

As your moderation needs grow:
  1. Add Specialized Roles: Create focused teams for different content types
  2. Implement Shifts: Use member availability for 24/7 coverage
  3. Define Hierarchies: Establish clear escalation paths
  4. Track Performance: Use analytics to optimize team efficiency

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Next Steps

Now that your team is set up, you’re ready to scale your moderation efforts:

Choose a Plan

Select a subscription that fits your team size

Create Moderation Rules

Define team-wide moderation policies

Set Up Workflows

Create efficient moderation processes

View Analytics

Monitor team performance and metrics