Team Accounts

Team Accounts allow you to consolidate billing, share resources, and manage multiple team members under a single workspace. This feature is currently in Beta and available exclusively to paid plan subscribers.

Overview

When you create a Team Account, you'll be able to:

• Easily manage shared resources across your team

• Reduce subscription costs for all team members with discounted rates

• Consolidate billing into a single invoice for your entire team

• Control access and permissions for team members

Prerequisites

Before creating a Team Account, you'll need:

• Paid plan – Only users on a paid plan can create teams

• Valid payment method – A Stripe payment method must be set up to create and manage teams

• Admin permissions – Team creation and management features are restricted to team owners and administrators

Creating Your First Team

To create a new team:

1. Navigate to Settings from your user menu or sidebar

2. Select Teams from the settings menu (you'll see a Beta badge next to it)

3. On the Teams page, you'll see the heading "Teams" with the description "Consolidate and manage your team's resources in one place"

4. Fill in the Team Name field in the Create a Team form

5. Review the benefits displayed (reduced subscription costs, single consolidated invoice, etc.)

6. Click the Create Team button

7. You'll see "Setting up team..." followed by "Redirecting to billing portal..."

8. Complete the Stripe payment method setup when redirected

9. Upon successful setup, you'll be returned to the Teams dashboard with a success banner showing your team name and an "Invite Members" button

Understanding Billing and Customers

One of the most important aspects of Team Accounts is understanding how billing works. This is where many users encounter confusion, so let's clarify the distinction between individual and team billing.

Individual Customer vs. Team Customer

When you use artist.tools, there are two separate types of "customers" in the billing system:

• Your Individual Customer Account – This is your personal billing account that was created when you first subscribed. It manages your individual subscription and payment method.

• Your Team Customer Account – When you create a team, a completely separate customer account is created in Stripe. This account is independent from your individual account and has its own billing information, payment method, and invoice history.

How Billing Works for Teams

Here's what happens with billing when you create or join a team:

• Team Owner/Creator: When you create a team, you set up a new payment method specifically for the team. This team payment method will be charged for all team member subscriptions.

• Team Members: When someone joins your team, their existing individual subscription is automatically canceled and prorated. They'll receive a credit for any unused time on their individual plan.

• Consolidated Billing: All team member subscriptions are billed to the team's payment method, appearing as a single consolidated invoice each billing period.

• Discounted Rates: Team members benefit from reduced subscription costs:

  • Artist Access: $12.75/month (discounted team rate)

  • Industry Access: $25.50/month (discounted team rate)

Managing Different Payment Methods

Since your individual and team accounts are separate, you have flexibility in how you manage billing:

• You can use the same payment method for both your individual and team accounts

• You can use completely different payment methods (e.g., personal card for individual, company card for team)

• You can update the team payment method independently without affecting your individual billing

• Each account maintains its own invoice history in Stripe

Inviting Team Members

Once your team is set up with a valid payment method, you can invite members. Only team owners and administrators can send invitations.

Sending an Invitation

1. From your Teams dashboard at /settings/teams, click the Invite button (with a Plus icon) in the top-right corner

2. You'll be taken to the "Invite Team Members" page

3. Enter the team member's Email Address

4. Select their Role:

   • Admin – Can manage team members and billing

   • Member – Can only use team resources

5. Select their Access Type:

   • Artist Access – $12.75/month

   • Industry Access – $25.50/month

6. Click Send Invitation

7. Once sent, you'll see a success message and a shareable invitation link with a Copy button

Invitation Details

• Expiration: Invitations expire after 7 days. If a link expires, you'll need to send a new invitation.

• Single Use: Each invitation link can only be used once and is regenerated for each new invite.

• Member Limits: Although we are currently unaware of any limitations, they may exist. If you run into one, please let us know.

Accepting an Invitation

When someone receives a team invitation, they can join by:

1. Clicking the invitation link (e.g., https://app.artist.tools/settings/teams/invite/{token})

2. Logging in to their account if not already signed in

3. Reviewing the invitation details on the "Team Invitation" page, which shows:

   • The team name

   • Who sent the invitation

   • Their assigned role

   • Their plan type

   • Expiration status (e.g., "Expires in 7 days")

4. Clicking the Join Team button to accept

5. Seeing a success message "You have joined the team!" and being redirected to the team dashboard

Managing Your Team

The Teams dashboard provides different views and capabilities depending on your role.

Overview Tab

All team members can view the Overview tab, which displays:

• Team Card – Shows the team name, description, and total member count

• Members List – Displays all team members with their names, avatars, roles (Admin or Member badges), and plan types

• Billing Estimate Card (Admins only) – Shows the estimated monthly cost based on all members' plan types

Billing Tab (Admins Only)

Team administrators have access to the Billing tab, which:

• Redirects to the Stripe billing portal for full payment management

• Allows you to update payment methods

• Provides access to invoice history

• Shows payment status and any billing issues

Settings Tab (Admins Only)

From the Settings tab, administrators can:

• Update Team Name – Edit the team name in the input field and click "Update Team"

• Manage Billing – Access the Stripe billing portal

• Delete Team – Permanently delete the team (this action cannot be undone)

Member Management

Removing a Team Member (Admins Only)

To remove a member from your team:

1. Navigate to the Overview tab on your Teams dashboard

2. Locate the member in the members list

3. Click the Remove button next to their name

4. Confirm the action when prompted

5. You'll see a success message: "Team member removed successfully"

Changing a Member's Plan (Admins Only)

Administrators can change a member's access level:

1. From the members list, locate the member

2. Use the plan change action (dropdown or button)

3. Select the new plan (Artist Access or Industry Access)

4. Confirm the change

Plan changes are prorated, and billing adjustments will appear on the next invoice.

Leaving a Team (Members)

Non-owner team members can leave a team at any time:

1. Go to the Overview tab on the Teams dashboard

2. In the members list, find your own entry

3. Click the Leave Team button

4. Confirm your decision

5. You'll see "You have left the team" and be redirected to the empty state

User Roles and Permissions

Team Accounts have three distinct role levels:

Team Owner

• The person who created the team

• Has full administrative access to all team features

• Can invite and remove members

• Can access all tabs: Overview, Billing, and Settings

• Can update team settings and delete the team

• Can promote other members to Admin status

• Cannot leave the team (must delete it or transfer ownership)

Team Admin

• Invited members who were assigned the Admin role

• Can invite and remove other members

• Can access Billing and Settings tabs

• Can update team name and manage billing

• Can change member plans

• Cannot delete the team (owner-only action)

Team Member

• Regular team members with standard access

• Can view the Overview tab only

• Can see team information and the members list

• Can leave the team

• Cannot invite members, access billing, or change settings

• Cannot remove other members or change plans

Troubleshooting Common Issues

Payment and Billing Issues

Invitation Issues

Access and Loading Issues

Limitations and Known Behaviors

• Beta Status: As a Beta feature, Team Accounts may experience occasional instability or incomplete functionality

• No Bulk Invites: You must send invitations one at a time; bulk invitation features are not currently available

• Plan Restrictions: Team members can only be assigned Artist Access or Industry Access plans; Developer plans are not available for teams

• Single Team Per User: Users can only belong to one team at a time

• Proration Only: When joining a team, existing subscriptions are automatically canceled and prorated with no manual override options

• No Guest Access: All team members must have artist.tools accounts and be logged in to accept invitations

• Invitation Expiration: Invitations expire after 7 days and cannot be extended; new invitations must be sent

• Payment Dependency: All team features require a valid payment method; suspended payments block most administrative actions

What's Next

After setting up your Team Account, you might want to:

• Review your Billing and Payments settings to understand invoice management

• Explore Account Settings for individual user preferences

• Check the Pricing Page to understand plan differences and team discounts

Getting Help

If you encounter issues with Team Accounts that aren't covered in this guide, gather the following information before contacting support:

• Your team name

• The specific error message you're seeing (screenshot if possible)

• The email addresses involved (for invitation issues)

• Timestamp of when the issue occurred

• Your role in the team (Owner, Admin, or Member)

Then reach out to our support team for personalized assistance. We're here to help!