Members and Teams

Ask NocoAI

Copy a prompt, paste it into NocoAI in any base, and replace the words in [brackets] with your own.

Add a [Managers] team that can [approve and reject requests]
Let the [Members] team see only the [tickets] assigned to them
Add a screen in the app where admins can invite people

A NocoDB app uses teams to control access. A team is a group of people in the app. Each team has a list of grants: the actions that its members can run. You manage the teams and their grants in App Settings → Teams & actions. You manage the people and the teams they are on in App Settings → Members.

A person can be on more than one team. They can run every action that any of their teams grants.

Teams in the Access tab

Built-in teams

Every app starts with two teams:

Team	Who is in it	What they can do
Admin	All project owners and creators, and the people you add. "Manages people and other admins."	Every action that the app publishes, and the grants you add on top.
Members	"Everyone on the project."	Only the actions that you grant to the team.

The Everyone on this project toggle on the Members team controls whether project members can use the app. Turn it off to close the app to project members. The grants of the team stay, so you can turn it on again later.

Create a team

Open App Settings → Teams & actions.
Click New team.
Type a Team name. You can also type a description: "What is this team for? (optional)".
Click Create. Then add members and grants to the team.

To rename or delete a team, open the team menu and select Rename or Delete team. Members of a deleted team keep their project access.

Add members to a team

Open App Settings → Teams & actions.
On the team card, click + (Add members). A dialog opens.
Select a tab:
- Project users: click a person who already has access to the project.
- Teams: click a workspace team. All members of the workspace team join the app team.
- Invite: type the email address of a person outside the project, then click Invite. They get access to this app only, and no other access to the project.
Click Done.

To change the teams of one person, open App Settings → Members and edit the teams on their row. A team count on Teams & actions opens Members filtered to that team.

To invite people from Members, click Invite members, type the email addresses and select the teams they join. If you pick no team, they join the Members team.

The Add members dialog

People without a NocoDB account get an invite email with a sign-up link.

To invite people from the app itself, click Share in the AI app builder topbar. The dialog adds people to a team:

Invite via private link: select a team, then create an invite link. Anyone who opens the link joins that team.
Invite specific people: type one or more email addresses and select a team.

An invite from this dialog grants the app only. The person gets no role in the project. The Admin team is offered by email, and never on a link.

A team with no grants reaches only what is public, and the dialog says so before you invite. Give the team its actions first. Until you deploy the app for the first time, the people you invite have nothing to open.

The dialog also shows what a visitor who does not sign in can reach. See Public access.

Grant actions to a team

Actions are the operations that the app can run, for example "create booking" or "send invoice". NocoAI creates them when it builds the app. A grant lets the members of a team run an action.

On the team card, find Actions.
Search for an action, and select it. To grant all actions of one group, select Every action in [namespace].
Deploy the app. "Applies on next publish."

Actions this team can invoke

A team with no grants cannot run any action. Its members reach only the public pages and actions of the app.

How people open the app

Person	How they open the app
Project member	Click Apps in the mini sidebar of the project, then open the app. Or open the app address.
Person invited to the app only	Open the app address and sign in with their NocoDB account.

NocoDB checks the teams of the person when they open the app. When none of their teams has a grant, they reach only the public pages of the app. A person who is on no team of the app sees "You don't have access to this app."

Limit records for each team

Teams can see only part of the data, for example "members see only their own requests". Ask NocoAI for the rule in the AI app builder. NocoAI adds a record-level security policy for the team. App teams also show as App teams in the policy editor of record-level security.

Good to know

A person can be on several teams of an app. Adding them to one team never takes them off another.
Project owners and creators can always build and use the app, with every action allowed.
Visitors who do not sign in use the grants on the Public access tab. See Public access.
Removing a person from a team removes only what that team allows in the app. Their project access does not change.

Availability

Workspace teams in app teams are available on the Business plan and above.
Record-level security for app teams is available on the Scale plan and above.