| Team unified (single team) | Teams separated (separate teams) | |
| Benefits |
•Can manage additional accounts to reduce costs (especially with Enterprise, you get lower pricing and volume discounts) •Easy to deploy company-wide SOPs and share knowledge. Also simpler to implement company-wide rollouts. |
•User management becomes easier •Setting the sharing scope for SOPs becomes simpler |
| Drawbacks | User management becomes complex (since multiple organizations will use the system, you need to clearly decide who holds administrative privileges. Administrators can access all data by design). |
•Cannot cross-deploy shared SOPs or knowledge (remains siloed within each organization). Not suitable for company-wide rollouts. •Overall costs will be higher compared to using a single team |
Based on the above, if organizations belong to the same company, use one team. If they are different companies, it is safer to use separate teams.
Deciding which approach to use
Select the option that applies to more of the following items. Note that created SOPs cannot be moved to another team, so please confirm before starting operations.
Checklist for consolidating into one team
- Each company or location wants to create and revise SOPs together
- Want to cross-deploy company-wide SOPs and share knowledge
- Want to view company-wide viewing status and training status in a single report
- No issue with staff from one company being able to view all SOPs from other companies (Owners / Team Administrators can access all folders within the team)
- Costs can be covered by one company or split internally
- A designated admin department can handle adding, transferring, and retiring users for all companies
Checklist for using separate teams
- Want to prevent other companies from viewing SOPs by company or factory
- Want to allocate costs individually by each company's budget
- Want each company's administrator to manage only their own scope
- Content and operational rules for SOPs vary significantly by organization
- Shared SOPs are minimal, and viewing only is sufficient
- Want to change security settings (IP address restrictions, password policies, etc.) by organization
Important to know before deciding
- Created SOPs and video materials cannot be moved to another team. If you later need to separate or consolidate, you cannot transfer existing content.
- If consolidating into one team, you will need the Group feature to separate visibility by company or location. The Free and Lite plans cannot create groups, so Core plan or higher is required.
- Even if teams are separated, if you invite them as guests to the other team, they can view folders at a folder level (Core plan or higher). However, guests can only view; co-editing is not available.
- Employees with multiple roles or head office administrators can belong to multiple teams under the same account and switch between them.