Team Collaboration

Note: Team collaboration features are coming soon! This guide will be updated when team features become available.

What's Coming

Penna will support multi-user collaboration, making it easy for teams to work together on newsletters.

Planned Features

Team Management:

• Invite team members by email
• Manage user roles and permissions
• Track team member activity
• Remove or update access

Roles & Permissions:

• Owner - Full access, billing, team management
• Admin - Manage content, subscribers, settings
• Editor - Create and send newsletters
• Viewer - Read-only access to analytics

Collaboration Tools:

• Draft newsletters with team review
• Comment and feedback system
• Approval workflows
• Activity logs and audit trails

Current Workaround

While team features are in development, you can share access by:

Option 1: Shared Account

Pros:

• Everyone can access immediately
• Simple setup

Cons:

• No individual permissions
• Harder to track who did what
• Security concerns

Best practices:

• Use strong password
• Enable 2FA
• Keep credentials secure
• Document who has access

Option 2: API Key Sharing

For developers on your team:

Share safely:

• Use environment variables
• Never commit keys to git
• Rotate keys if compromised
• Document key usage

Example secure sharing:

# Add to team's shared secrets manager
PENNA_PUBLIC_KEY=penn_xxx
PENNA_PRIVATE_KEY=pk_xxx

# Reference in code
const publicKey = process.env.PENNA_PUBLIC_KEY;

Option 3: External Collaboration

For external contributors:

Workflow:

• Draft content in Google Docs or Notion
• Review and approve externally
• Newsletter owner copies to Penna
• Send through dashboard or API

Preparing for Team Features

Best practices to implement now:

1. Document processes - Write down your workflow
2. Clear responsibilities - Who does what?
3. Style guide - Consistent voice and formatting
4. Approval process - How do drafts get approved?
5. Emergency contacts - Who can access if needed?

Content Workflow Template

1. Content Planning (Team discussion)
   ↓
2. Draft Creation (Editor)
   ↓
3. Review (Team feedback)
   ↓
4. Revisions (Editor)
   ↓
5. Final Approval (Admin/Owner)
   ↓
6. Send (Editor/Admin)
   ↓
7. Post-Send Review (Team)

Style Guide Checklist

Document these for consistency:

✅ Tone and voice
✅ Formatting standards
✅ Subject line format
✅ Greeting style
✅ Sign-off style
✅ Link handling
✅ Image guidelines
✅ Brand compliance

Security Best Practices

Until team features launch:

Do:

• ✅ Use password manager for shared credentials
• ✅ Enable 2FA on the account
• ✅ Rotate passwords quarterly
• ✅ Document who has access
• ✅ Remove access when team members leave

Don't:

• ❌ Share passwords via Slack/email
• ❌ Use same password for multiple services
• ❌ Share private API keys publicly
• ❌ Leave credentials in code repositories

Team Communication

Recommended tools while team features are in development:

For content collaboration:

• Google Docs
• Notion
• Dropbox Paper
• Confluence

For approvals:

• Slack workflows
• Email threads
• Project management tools (Asana, Trello)

For analytics sharing:

• Shared spreadsheets
• Regular team sync meetings
• Dashboard screenshots in Slack

When Team Features Launch

You'll be able to:

Invite team members:

1. Go to Settings → Team
2. Click "Invite Member"
3. Enter email and select role
4. Send invitation
5. Member accepts and gains access

Manage permissions:

• Update roles anytime
• Temporarily suspend access
• Remove members
• Transfer ownership

Track activity:

• See who sent what
• View edit history
• Audit logs
• Activity notifications

Common Team Scenarios

Small Team (2-3 people)

Recommended setup:

• 1 Owner (handles billing, strategy)
• 1-2 Editors (create and send content)

Workflow:

• Editors draft in shared doc
• Quick review in Slack
• Editor sends via Penna

Medium Team (4-10 people)

Recommended setup:

• 1 Owner
• 1-2 Admins (manage subscribers, settings)
• 2-5 Editors (content creation)
• 1-2 Viewers (analytics, reporting)

Workflow:

• Structured approval process
• Regular content calendar
• Weekly analytics review

Agency/Multi-Client

Recommended setup (per client):

• Separate Penna account per client
• Agency team members as admins/editors
• Client stakeholder as viewer

Workflow:

• Client provides content
• Agency drafts in Penna
• Client reviews and approves
• Agency sends

Resources

• Dashboard Overview
• Managing Subscribers
• Compose and Send

Tip: Even with a shared account, document your processes now. When team features launch, you'll have a smooth transition and clear workflows already in place.