Instance Team

Every instance has a team of users and groups responsible for planning and executing the procedure. The instance team determines who can perform which actions during execution.

Team roles

Instance team members are assigned one of five roles, listed from highest to lowest privilege:

Role	Description	Key permissions
Head	Instance owner and overall responsible party	Full control: edit all properties, manage team, control lifecycle status, execute steps, force-complete steps
Deputy Head	Acts on behalf of the Head when needed	Nearly full control: manage team (except Head assignments), edit properties, control status, execute steps
Editor	Supports planning and documentation	Edit notes and comments, edit draft instance properties
Executor	Executes procedure steps	Start, complete, pause, resume, skip, and abort assigned steps; add step comments
Observer	Monitors progress (read-only)	View all instance data, add comments

Note

The Head role is the only role that can use force actions — overriding normal workflow constraints such as forcing a step to complete or cancelling a step regardless of its current state.

Accessing the team tab

1. Open the instance detail page.
2. Click the Team tab.
3. The team management panel shows all current team members.

Team member sources

Instance team members come from two sources:

From template (inherited)

When an instance is created from a published template version, all version team members are automatically added to the instance team. These members:

• Are marked with a From Template source badge.
• Cannot be fully removed from the team — only deactivated or reactivated.
• Deactivating a template-sourced member prevents them from executing steps but preserves the audit trail.

Instance-specific (added directly)

Additional members can be added directly to the instance team. These members:

• Are marked with an Instance source badge.
• Can be fully added and removed as needed.
• Are not constrained by the template version’s team roster.

Adding team members

1. Click the Add Member button on the Team tab.
2. A search dialog opens where you can search for users or groups by name.
3. Select the member type (Person or Group).
4. Select the desired role (Head, Deputy Head, Editor, Executor, or Observer).
5. Click Add to add them to the instance team.

Tip

The member search dialog searches across all users and groups in your tenant. It supports filtering by member type (users only, groups only, or both).

Managing team members

Activating and deactivating

For template-sourced members, use the context menu (right-click or three-dot menu) to:

• Deactivate — Prevents the member from performing actions. Shows a “Deactivated” status badge.
• Reactivate — Restores the member to active status.

Deactivation records:

• Who deactivated the member.
• When the deactivation occurred.
• If reactivated: who reactivated and when.

Removing members

Instance-specific members can be fully removed:

1. Right-click on the member row (or click the three-dot menu).
2. Select Remove.
3. Confirm the removal.

Caution

Removing or deactivating a team member may affect step responsibility assignments. If the member was designated as responsible for specific steps, those steps may need reassignment.

Changing roles

To change a member’s role:

1. Open the member’s context menu.
2. Select a new role from the available options.
3. The role change takes effect immediately.

Team member display

The team tab shows a data grid with the following columns:

Column	Description
Name	User display name or group name
Type	Person or Group icon
Role	Current team role (Head, Deputy Head, Editor, Executor, Observer)
Source	How the member was added (From Template or Instance)
Status	Active or Deactivated
Added By	Who added this member
Added At	When the member was added

Step responsibility

Team membership directly affects step execution authorization:

• Steps configured with All Team Members responsibility can be executed by any active Executor on the team.
• Steps configured with Specific Members responsibility can only be executed by the designated users or group members.
• The Head and Deputy Head can always execute any step, regardless of responsibility settings.

Real-time updates

The team tab receives real-time updates via SignalR. Changes made by other users (adding members, changing roles, deactivating) appear immediately.

Permissions for team management

Action	Required role
Add team members	Head, Deputy Head
Remove instance-specific members	Head, Deputy Head
Deactivate template-sourced members	Head, Deputy Head
Reactivate template-sourced members	Head, Deputy Head
Assign Head role	Head only
Assign other roles	Head, Deputy Head

Related topics

Instance Detail Overview of the instance detail page

Template Team How template teams seed instance teams

Steps & Variables Step responsibility configuration