Teams are the smallest organizational unit in BlackMountain. They allow you to group members around sub-departments, specific projects, initiatives, or workflows within a workspace. This article explains how to create teams, manage members, and understand access roles.
What is a Team?
A team is a sub-department or project-focused group within a workspace that brings together members to collaborate on specific initiatives.
Projects – Marketing Campaign, Product Launch, Q1 Strategy
Initiatives – Customer Onboarding, Website Redesign, AI Implementation
Functional Groups – Development Team, Design Team, Content Team
Key Features:
Teams belong to a workspace
Each team can have its own members and access roles
Team-level AI Context for project-specific AI behavior
Teams have unique identifiers (e.g., "CS" for Customer Success)
Creating a Team
How to Create a Team
Navigate to Settings → Teams
Click Create team (top right)
Select the Organization (if you have multiple organizations)
Select the Workspace where the team should belong
Enter Team Name (e.g., "Marketing Campaign", "Development", "Customer Success DE")
(Optional) Add AI Context to define how AI should behave for this team. You can also skip this step and add the context later in the context tab.
Click Create
Where to Create Teams
You can create teams from three places:
Option 1: Global Teams Page
Navigate to Settings → Teams
Click Create team
Select the organization and workspace from the dropdowns
Option 2: Within an Organization
Navigate to Settings → Organizations → [Your Organization] → Teams Tab
Click Add Team
Select the workspace from the dropdown
Option 3: Within a Workspace
Navigate to Settings → Workspaces → [Your Workspace] → Teams Tab
Click Add Team or Create Team
The organization and workspace are pre-selected
Team Settings
Once created, you can configure your team through several tabs.
Members Tab
View and manage all members within this team.
What you can do:
See all team members with their roles (Owner, Manager, Viewer)
Add existing members to the team
Change member roles
Remove members from the team
Team Members Display:
Member name and email address
Role badge (Owner, Manager, Viewer) displayed with color coding
Avatar with member initials or profile picture
How to Add Members:
Click Add Member in the Members Tab to add existing organization or workspace members to the team.
Context Tab
Define how AI should behave within this team.
AI Context provides team-specific instructions that influence how Assistants, Agents, and Chat respond for this team. This could include:
Project-specific terminology or jargon
Team workflows or processes
Output formats or templates preferred by the team
Tonality adjustments for different audiences (e.g., internal vs. client-facing)
Key Points:
AI Context applies automatically to all members within this team
Team context inherits from organization and workspace context and adds additional instructions
Context hierarchy: Organization Context → Workspace Context → Team Context (all layers are combined)
Context can only be changed by members with Manager or Owner roles
Settings Tab
Configure team-specific settings.
Team Name
Change the team name at any time
Identifier
Auto-generated short identifier based on team name (e.g., "CS" for Customer Success)
Used for quick identification in lists and navigation
Note: "Auto-generated from team name"
Description
Add a description to explain the team's purpose
Managing Teams
Viewing All Teams
Navigate to Settings → Teams to see all teams across your organizations and workspaces.
The table shows:
Name – Team name with identifier (e.g., "Customer Success CS")
Organization – Which organization the team belongs to
Members – Number of members in this team
Your Role – Your role in this team (Owner, Manager, Viewer)
Created – Creation date
You can filter teams by name using the search bar.
Understanding Access Roles
BlackMountain uses three access roles across organizations, workspaces, and teams. These roles determine what members can see and do.
Role Definitions
Role | Permissions | Description |
Owner | Full access | Full control over all settings, members, and resources. Can delete teams, workspaces, and organizations. |
Manager | Can edit and invite | Can manage members and resources. Can edit AI Context. Can invite members. Limited settings access. |
Viewer | Can view only | Read-only access to shared resources within the team. Can view team members and content. |
Role Permissions in Detail
What Owners Can Do:
Full control over team settings (name, description, identifier)
Manage AI Context for the team
Add and remove members
Change member roles (promote to Manager, demote to Viewer)
Delete the team
Access all shared Assistants, Agents, Knowledge Bases, and Chats
What Managers Can Do:
Edit AI Context for the team
Add members to the team
View and manage team members (limited role changes)
Access all shared Assistants, Agents, Knowledge Bases, and Chats
Cannot delete the team
Cannot remove Owners
What Viewers Can Do:
View team members and their roles
Access shared Assistants, Agents, and Knowledge Bases (read-only)
Use shared resources for their work
Cannot invite or add members
Cannot change settings or AI Context
Cannot manage other members
Changing Member Roles
How to Change a Member's Role:
Navigate to the Members Tab of your team
Find the member whose role you want to change
Click on their current role badge
Select the new role from the dropdown:
Viewer - Can view only
Manager - Can edit and invite
Owner - Full access
Click Save
Note: Only Owners and Managers can change member roles. Managers cannot change the role of Owners.
Role Inheritance
Your role in a team is independent from your role at the organization or workspace level.
Example:
You are an Owner at the Organization level
You are a Manager in the "Marketing" workspace
You are a Viewer in the "Development" team within the Marketing workspace
This means:
You have full control over the organization
You can manage members and resources in the Marketing workspace
You have read-only access to the Development team's resources
Note: Higher-level roles (Organization Owner) can override team-level permissions for administrative purposes.
Best Practices
When to Create a Team
Create a new team when:
You start a new project or initiative
You need project-specific AI Context
You want to isolate access to certain resources
You have a group of members working on a specific outcome
Don't create a team when:
You just need to organize conversations (use folders or tags instead)
The group is temporary and doesn't need dedicated resources
The project fits within an existing team's scope
Naming Conventions
Choose clear, descriptive names for your teams:
Good Examples:
Customer Success DE
Product Launch Q2 2026
Website Redesign
DACH Sales Team
Avoid:
Generic names like "Team 1" or "Group A"
Overly long names (keep it under 30 characters)
Assigning Roles
Owner:
Assign to 1-2 project leads or team managers
These should be people who need full control over the team
Manager:
Assign to senior team members who need to manage members and resources
Good for editors, coordinators, or deputies
Viewer:
Assign to contributors who need access but not management capabilities
Good for external consultants, stakeholders, or junior team members
Tip: Start with fewer Owners and promote members to Manager or Owner as needed. It's easier to grant permissions than to revoke them.
Deleting a Team
Warning: Deleting a team is permanent and cannot be undone. All team-specific data, settings, and member associations will be permanently deleted. Shared resources (Assistants, Agents, Knowledge Bases) will remain in the organization but will lose team-specific associations.
How to Delete a Team
Navigate to Settings → Teams → [Your Team]
Scroll down to the Danger Zone
Click Delete Team
Confirm the deletion in the dialog
Note: Only Owners can delete teams.
Next Steps
Now that your team is set up:
Add members — Add existing members to your team or invite new ones → Link to User Management & Invitations
Define AI Context — Customize AI behavior for your project
Assign roles — Give team members the appropriate access level (Owner, Manager, Viewer)
Create Assistants — Build team-specific AI assistants for common tasks