Summary
Transform individual course creation into organizational learning capability through effective team management in 7taps. This comprehensive guide covers everything from initial team setup to advanced collaboration strategies, helping you scale microlearning across departments while maintaining quality and brand consistency. Learn how high-performing organizations structure their 7taps teams for maximum impact and sustainable growth.
What you'll master:
Strategic team setup and member management
Collaboration workflows that accelerate content creation
Content governance and quality assurance processes
Scaling strategies from small teams to enterprise deployments
Best practices for brand consistency across team members
Advanced team management for complex organizations
Table of Contents
The Strategic Value of Teams
Beyond Individual Creation
While 7taps is designed for individual ease-of-use, teams unlock exponential value:
Individual approach limitations:
Single point of failure for content creation
Inconsistent messaging across departments
Limited scalability as learning needs grow
No knowledge sharing or collaboration benefits
Team approach advantages:
10x content velocity through distributed creation
Consistent brand voice across all learning materials
Knowledge multiplication as expertise spreads across team members
Sustainable growth that doesn't bottleneck on one person
When to Build a Team
Start with teams if you:
Need content creation across multiple departments
Want consistent branding and messaging
Plan to scale learning initiatives organization-wide
Have subject matter experts who should create content directly
Need content review and approval workflows
Team size recommendations:
2-3 people: Small companies or single-department initiatives
4-8 people: Multi-department organizations with centralized L&D
9+ people: Enterprise deployments with distributed content creation
Part 1: Setting Up Your Team
Create Your Team Workspace
Access team setup:
Click the menu icon in the top right corner
Select "My team" from the menu options
Enter your team name
Strategic Team Naming
Critical consideration: Your team name appears as the sender name when sharing courses via email. Choose carefully for learner recognition and trust.
Effective naming strategies:
By Organization:
✅ "Acme Corp Learning Team"
✅ "TechStart Training"
✅ "Regional Sales Enablement"
By Department:
✅ "HR Development Team"
✅ "Safety Training Division"
✅ "Customer Success Learning"
By Function:
✅ "Leadership Development"
✅ "Product Training Team"
✅ "Compliance Learning"
Avoid generic names:
❌ "Team 1" or "Learning Team"
❌ Personal names that won't scale
❌ Internal jargon learners won't recognize
Team Name Impact on Distribution
Email sharing example:
From: 7taps Learning <noreply@7taps.com>
Subject: New Product Training - Complete by Friday
Best practices:
Use your organization's recognizable name
Include "Learning," "Training," or "Development" for clarity
Keep it professional and learner-focused
Consider how it appears across different sharing channels
Part 2: Team Member Management
Inviting Team Members
Invitation process:
On the team management page, enter colleague's email address
Click "Send invite" to send the invitation
Colleague receives email invitation to join workspace
They click the link and join your team workspace
Strategic Member Selection
Who should be on your team:
Core Learning Team:
L&D professionals and instructional designers
Training coordinators and program managers
Content creators and subject matter experts
Subject Matter Experts:
Department heads with specialized knowledge
Top performers who can share best practices
Compliance and safety specialists
Content Reviewers:
Legal and compliance team members (for review access)
Senior leaders for high-visibility content
Quality assurance specialists
Avoid common mistakes:
Don't invite everyone "just in case"
Don't include people who won't actively contribute
Don't overlook key stakeholders who need review access
Team Member Access and Permissions
When team members join, they get access to:
✅ All courses created within the team workspace
✅ Course statistics and analytics across all content
✅ Course creation and editing capabilities
✅ Course sharing features and distribution options
✅ Learning Path creation and management
Important permissions note: All team members have equal access to courses and features. There are no role-based restrictions within the workspace.
Managing Existing 7taps Users
If your colleague already has a 7taps account:
Contact 7taps Support to help merge their account with your team
Don't send a regular invitation (it won't work properly)
Provide both email addresses to support for account merging
Allow 1-2 business days for account integration
Prevention strategy: Ask potential team members if they already use 7taps before sending invitations.
Part 3: Collaboration Workflows
Content Creation Workflows
Distributed Creation Model: Each department creates content for their expertise area while maintaining brand consistency.
Example workflow:
Sales team creates product training content
HR team creates onboarding and culture content
Safety team creates compliance and procedure content
L&D team provides templates and quality review
Centralized Review Model: Subject matter experts create content, central team reviews and publishes.
Example workflow:
SME creates course using approved templates
L&D reviews for instructional design quality
Legal reviews compliance-sensitive content
Marketing reviews brand voice and messaging
L&D publishes and distributes to learners
Content Templates and Standards
Create reusable templates:
Standard course structures for different content types
Branded visual elements and color schemes
Approved language and tone guidelines
Quality checklists for content review
Template categories:
New hire onboarding template
Product training template
Safety/compliance template
Skills development template
Policy update template
Version Control and Content Updates
Best practices for team content management:
Clear ownership:
Assign primary owners for each course or content area
Establish update responsibilities and schedules
Create content calendars for regular refresh cycles
Change communication:
Notify team when making significant content updates
Use course descriptions to track version information
Communicate changes that affect active Learning Paths
Backup and recovery:
Export important content as PDF for version archiving
Document content decisions for future reference
Maintain list of active courses and their purposes
Part 4: Content Governance
Quality Assurance Processes
Pre-publication review checklist:
Content Quality:
[ ] Learning objectives are clear and measurable
[ ] Content is accurate and up-to-date
[ ] Examples and scenarios are realistic and relevant
[ ] Language is appropriate for target audience
Instructional Design:
[ ] Course follows logical progression
[ ] Interactive elements promote active learning
[ ] Quiz questions test understanding, not memorization
[ ] Course length is appropriate for content complexity
Brand Consistency:
[ ] Messaging aligns with organizational voice
[ ] Visual elements follow brand guidelines
[ ] Course title and description are professional
[ ] Sharing messages are appropriate for audience
Technical Quality:
[ ] All links and resources work properly
[ ] Images and media load correctly
[ ] Course displays properly on mobile devices
[ ] Sharing settings are configured correctly
Approval Workflows for Sensitive Content
High-stakes content requiring review:
Legal and compliance training
Policy updates and organizational changes
Executive communications and culture content
Safety procedures and emergency protocols
Review workflow example:
Content creator builds course and marks as "draft"
Export PDF for stakeholder review
Legal/Compliance reviews for accuracy and risk
Leadership approves messaging and timing
L&D makes final edits and publishes
Track engagement and gather feedback for improvements
Managing Content at Scale
Enterprise governance strategies:
Content categorization:
Tag courses by department, audience, and content type
Create naming conventions for easy identification
Organize content libraries by business function
Maintain content inventories and update schedules
Access control:
While 7taps provides equal access, establish team norms
Create content creation guidelines and approval processes
Designate content owners and review responsibilities
Establish escalation procedures for content disputes
Part 5: Scaling Your Team
Managing Team Size and Seats
Seat management:
Each team has a limited number of seats based on plan
Team members count toward total seat allocation
Click "Get more" next to seat count to add capacity
Plan ahead for growth to avoid access disruptions
Scaling strategies by organization size:
Small Teams (2-5 people)
Structure: Flat team with shared responsibilities Best for: Startups, small departments, focused initiatives Management approach: Informal collaboration with minimal processes
Typical roles:
Team lead (L&D or department head)
2-3 content creators (SMEs or trainers)
1 quality reviewer (manager or senior team member)
Medium Teams (6-15 people)
Structure: Functional specialization with light governance Best for: Growing companies, multi-department initiatives Management approach: Clear roles with structured workflows
Typical roles:
L&D team lead (strategy and governance)
Department content champions (sales, HR, operations)
Subject matter experts (technical, compliance, safety)
Content reviewers (legal, marketing, leadership)
Large Teams (16+ people)
Structure: Hub-and-spoke model with formal governance Best for: Enterprises, complex organizations, global deployments Management approach: Standardized processes with clear accountability
Typical structure:
Central hub: L&D team providing strategy, templates, quality review
Department spokes: Content creators and SMEs in each business unit
Review layer: Legal, compliance, and leadership approval workflows
Support layer: Technical administrators and user support
Geographic Distribution
Managing global teams:
Time zone considerations:
Schedule team meetings across multiple time zones
Create asynchronous collaboration workflows
Use shared documentation for team communications
Plan content rollouts considering regional timing
Cultural adaptation:
Adapt content for local cultures and business practices
Consider language differences and translation needs
Respect regional holidays and business cycles
Designate regional content champions for local expertise
Team Onboarding for New Members
New member orientation checklist:
Platform training:
[ ] Complete 7taps getting started guides
[ ] Practice creating courses with provided templates
[ ] Understand sharing and distribution options
[ ] Learn analytics and reporting capabilities
Team integration:
[ ] Review team content standards and templates
[ ] Understand approval workflows and quality processes
[ ] Meet key team members and stakeholders
[ ] Assign initial content creation responsibilities
Ongoing support:
[ ] Pair with experienced team member for mentoring
[ ] Schedule regular check-ins for first month
[ ] Provide feedback on initial content creation attempts
[ ] Include in team meetings and strategy discussions
Part 6: Advanced Team Strategies
Multi-Team Orchestration
Enterprise scenarios requiring coordination:
Global organizations:
Regional teams creating localized content
Central teams providing global standards and templates
Cross-regional sharing of best practices and successful content
Large corporations:
Division-level teams with specialized content needs
Corporate-level team providing governance and oversight
Shared content libraries for common organizational topics
Integration with Organizational Systems
HR system integration:
Align team membership with organizational structure
Automate user provisioning based on role changes
Connect learning analytics with performance management
Content management integration:
Link with existing content repositories and knowledge bases
Integrate with brand asset libraries and style guides
Connect with legal and compliance documentation systems
Communication system integration:
Coordinate with existing training communication channels
Align with organizational change management processes
Integrate with employee engagement and feedback systems
Advanced Collaboration Techniques
Cross-functional content development:
Sales and marketing collaborate on customer-facing training
HR and legal collaborate on compliance content
Operations and safety collaborate on procedure training
Content sharing between teams:
Best practice sharing across similar departments
Template development for common organizational needs
Success story documentation and replication strategies
Performance optimization:
Regular team performance reviews and process improvements
Content effectiveness analysis and optimization strategies
Stakeholder feedback integration and response processes
Troubleshooting Team Issues
Common Team Management Problems
Problem: Team members not receiving invitations
Check: Email addresses are spelled correctly
Check: Invitations aren't in spam/junk folders
Solution: Resend invitation or contact support for assistance
Prevention: Confirm email addresses before sending invitations
Problem: Existing 7taps user can't join team
Cause: User already has individual 7taps account
Solution: Contact 7taps Support for account merging
Process: Provide both email addresses to support team
Timeline: Allow 1-2 business days for resolution
Problem: Team member can't access certain content
Check: Team member is properly added to workspace
Check: Content is created within team workspace (not individual account)
Solution: Recreate content in team workspace if needed
Prevention: Always create content while logged into team workspace
Problem: Too many cooks in the kitchen
Symptoms: Conflicting content, inconsistent messaging, confusion over responsibilities
Solution: Establish clear roles, approval workflows, and content ownership
Prevention: Define governance processes before team gets too large
Team Performance Issues
Low team engagement:
Assess: Are team members clear on their roles and expectations?
Review: Is the team properly trained on 7taps features and capabilities?
Address: Provide additional training, clearer guidelines, or revised responsibilities
Content quality inconsistency:
Implement: Standardized templates and quality checklists
Establish: Peer review processes and approval workflows
Create: Style guides and brand consistency documentation
Slow content creation:
Identify: Bottlenecks in approval processes or technical barriers
Streamline: Remove unnecessary review steps or provide better tools
Support: Additional training on efficient content creation techniques
Scaling Challenges
Team growing too fast:
Pause: New member additions until processes are established
Strengthen: Onboarding and training processes
Document: Procedures and best practices before they're lost
Geographic coordination difficulties:
Establish: Clear communication schedules and channels
Create: Documentation-first workflows that work across time zones
Designate: Regional champions for local coordination
Governance becoming too complex:
Simplify: Approval processes while maintaining quality standards
Automate: Routine tasks and notifications where possible
Focus: On essential quality measures rather than bureaucratic processes
Team Success Metrics
Quantitative Team Performance Indicators
Content Creation Velocity:
Courses created per team member per month
Time from content request to publication
Content update frequency and responsiveness
Content Quality Metrics:
Learner satisfaction scores across team-created content
Course completion rates by team member
Quiz performance and engagement levels
Collaboration Effectiveness:
Number of cross-functional content projects
Peer review participation rates
Knowledge sharing between team members
Business Impact Metrics:
Learning program reach and scale achieved through team approach
Cost per course created (compared to external vendors)
Time savings in content development cycles
Qualitative Team Health Indicators
Team satisfaction assessments:
Regular surveys on collaboration effectiveness
Feedback on tools, processes, and support
Suggestions for improvement and optimization
Stakeholder feedback:
Business leader satisfaction with learning content quality
Learner feedback on content relevance and effectiveness
IT and legal team satisfaction with governance processes
Innovation and improvement:
New content formats and approaches being tested
Process improvements suggested and implemented
Best practices being shared with other teams
Optimization Strategies
Regular team retrospectives:
Monthly review of what's working well and what isn't
Quarterly strategic planning for content and team development
Annual assessment of team structure and scaling needs
Continuous improvement process:
Document and share successful content creation approaches
Regularly update templates and standards based on learner feedback
Invest in additional training and development for team members
Strategic alignment:
Ensure team goals align with organizational learning objectives
Regular communication with leadership about team impact and needs
Integration of team metrics with broader organizational success measures
Key Takeaways
✅ Strategic team setup accelerates learning impact - Move beyond individual creation to organizational capability
✅ Clear governance prevents chaos - Establish roles, workflows, and quality standards early
✅ Team naming affects learner trust - Choose professional, recognizable names for email distribution
✅ Scale thoughtfully with processes - Implement governance before rapid team growth
✅ Equal access requires team coordination - Since all members have full access, establish collaboration norms
✅ Integration amplifies success - Connect team workflows with organizational systems and processes
Remember: The most effective 7taps teams balance creative freedom with quality consistency, enabling rapid content creation while maintaining professional standards that serve learners effectively.
Related Resources
Getting Started Series:
Welcome to 7taps: Your Complete Getting Started Guide - Platform overview and strategic foundation
Your Complete Course Creation Journey - Master content creation for team members
Sharing Your Content: Complete Distribution Guide - Coordinate distribution across team members
Advanced Team Topics:
Content Governance and Quality Assurance - Detailed workflow and approval processes
Enterprise Integration and Scaling - Advanced team management for large organizations
Analytics and ROI Measurement - Track team performance and business impact
Team Resources:
Team onboarding checklist and templates
Content governance workflow templates
Team performance measurement frameworks
Need help setting up your team for success? Contact our Customer Success team for personalized team strategy consultation and implementation support.