Gearset's team features are designed to make collaboration between developers, admins, and release managers ingeniously simple.
Users within the same Gearset team can see each other's activity, such as (history of) deployments or CI automation jobs, and work together to build draft deployment packages.
Invite your team early on for maximum benefits
If you work as part of a team on your deployments, it's best to get everyone in the same team early as possible.
It will ensure everyone has access to the full deployment history and will give you a chance to try out all the collaboration features.
Note: The person who first created the team will automatically be the first team owner.
Invite users to your Gearset team
Note: Only team Owners can invite other users to join their Gearset team.
If you're a user with a Member status, ask an existing team Owner to upgrade your Gearset user's status from Member to Owner.
To begin adding other team members, visit the Team management page in our app.
Click on the Gearset logo (top right corner) > My account.
Team management page is the first one (menu on the left), and it should be the default page that opens up for you.
From here you can invite people to join your team regardless of whether they already have a Gearset account or not.
Inviting users who don't have a Gearset account yet
You can send email invites to people who don't have a Gearset account.
However, they will have to create a Gearset account after accepting an invite. Gearset will prompt them to do so.
Gearset accounts are not automatically created for people who have received email invites. Therefore, new users are required to either:
Have an existing Gearset account opened before they join the team, or
Create a new Gearset account after they have accepted an invite link
Sending an email invite
To invite users to join the team, you send them a link via email.
If you have already purchased licenses, you can optionally tick this checkbox:
"Assign licenses with invites", or you can assign licenses later, after a user joins your team.
Quick video to show an invite sending process:
Pending invites
Once an invite is sent, you'll see it on the list of pending invites on the same Team management page, just above your team table.
Gearset shows you to whom the invite was send and when it expires (by default all invites expire in 5 days).
You can copy the invite link, or delete an invite (this invalidates the invite URL link).
Accepting team invites
A typical email with an invite link would look as below:
When you click on an invite link, you will be taken to "Welcome to Gearset page".
From here, you can log into your existing Gearset account, or create a new Gearset account via:
- Salesforce Prod or Dev org (we recommend this option over Sandbox org)
- Google
- LinkedIn
- Salesforce Sandbox org
- or SAML SSO / Identify Provider
Confirming the invite before joining the team
After selecting your authentication method above, you'll see the option to Join team with this account.
Gearset will show you the details of the existing team you're leaving, and the new team you're joining.
If you've logged into an incorrect, don't worry - click on Use a different account. You invite is still valid!
One final pop up notification with a warning that any existing automation jobs you own (including CI jobs, Pipelines, Backup jobs and Archiving policies) will be disabled on the team you're leaving - if you decide to select Join team.
Upon successfully joining the team, you'll see this notification:
What happens after accepting an invite?
You will automatically join the new team as a Member.
Your role in the team can be upgraded to Owner by an existing team Owner.
You will automatically leave an existing Gearset team (applicable only if you're switching teams).
Why am I leaving an existing team? Because by default, you can only be a member of one Gearset team at a time. But you can create a second Gearset account to join a new or previous team, if you like.If the person who sent an invite didn't choose to automatically assign you a license, they'll need to do that afterwards to allow you access to the paid features (unless you've joined while the Gearset account benefits from 30-day free trial)
Did your invite expire?
It may happen that you've accepted an invite and are seeing this message:
"This invite has already expired. Please ask a team owner to resend the notification"
What to do in such case?
Get in touch with the person who sent the invite and ask them to either:
Check if they haven't deleted an existing invite, or if it hasn't expired.
Ask them to send a new email invite, and share the URL link with you.
Managing new team members
After a user accepted an invite and joined your team, they will appear in the team list on the Team management page (in the "Team Members" section; as on below image)
Management options as a Team Owner
If you're a Team Owner, you can take the following actions:
Change roles of both Members and Owners to either upgrade or downgrade them.
Make another user a Team Owner - you can have multiple Owners on the team.
Gearset recommendation is to have at least 2 team Owners on any Gearset team, if possible. This way teams ensure when one team owner isn't available, another one has full management access.Assign licenses to new Members (if you have active licenses), or change license types (only if multiple licenses are purchased).
Unassign licenses by switching License type to "None".
Changing Role of existing team members
As a Team Owner, it is your responsibility to manage the roles of other members on your Gearset team.
If you want to amend another user's role, click on Change role... button.
Then select whether to give them an Owner or Member status, and click Save.
Useful resources
To learn more about the full range of collaboration features in Gearset, we recommend checking below articles:
Previewing your Team ID number
Sometimes when you need to contact our in-app support, we may ask you for the Team ID to confirm the account you're current logged into, and the Gearset team you're part of.
Hover over the team name on Team management page to preview your Team ID.
