Overview
Team work gets messy when every board has to be shared person by person. A new teammate joins, someone leaves, a board moves from rough thinking into execution, and suddenly access is scattered across links, old invitations, and manual cleanup.
ClevTools teams are meant to make collaboration feel calmer. You create a team once, invite the people who belong in that working group, and then link that team to Drawsy or Planner boards whenever the group needs shared access. People can work together live, leave context for each other asynchronously, or move between whiteboard thinking and planning without rebuilding access every time.
Who this is for
- Small teams that use Drawsy for visual thinking and Planner for execution.
- Founders, operators, and project leads who manage several working groups or clients.
- Anyone who wants to invite a whole team to a board without sending a separate invite to every person.
Step-by-step guidance
Step 1
Create the team before you start sharing boards
Open the dashboard, go to Teams, and choose Create team. Give the team a name that matches how people actually work together, such as Content Team, Launch Crew, Client Review, or Product Planning. The team owner is added automatically, and the team then becomes available in the board sharing controls.
Step 2
Customize teams so they are easy to recognize
If you manage several teams, visual identity matters. Edit the team name, add an avatar image, and choose a card color so the right team is easy to spot in the dashboard and board sharing dialogs. This is especially useful when you have teams for clients, departments, projects, or recurring planning rhythms.
Step 3
Invite people with the team invite link
Use the team Invite link button to copy a reusable join link. You can send it to one person when you only need to add a single teammate, or send the same link to a whole group when you are onboarding several people. If the link has been shared too widely, regenerate it so the old link stops being useful.
Step 4
Invite one person directly when the board is temporary
For one-off collaboration, you can still share a Drawsy or Planner board directly with a person through the board invite link. That is useful when someone only needs access to one board. Use a team instead when the same people will need access to several boards over time.
Step 5
Link a team to a Drawsy board
On a Drawsy board, open Share, find the Link a team section, choose the team, and select Link team. Everyone in that team receives collaborator access to the board. This works well for live workshops where people are active together and for async review boards where teammates return later to add notes, comments, structure, or decisions.
Step 6
Link a team to a Planner board
Planner uses the same idea. Open the board sharing controls, choose the team, and link it to the board. Team members get access to the Planner board, so they can move cards, review stages, check ownership, and keep work progressing even when they are not online at the same time.
Step 7
Manage members and roles from the team card
Use Members to review who belongs to the team. Team owners and admins can change someone between admin and member, and remove people who should no longer be part of the group. Removing a member removes team-sourced access from boards linked through that team. If someone was invited directly to a board as an individual collaborator, manage that access from the board members list.
Comparison or example section
Direct board invites are best for temporary, one-person access. Teams are better when the same group collaborates across multiple boards, or when people join and leave over time.
A good rhythm is to invite stable groups through teams, then use direct board invites only for guests, reviewers, or short-lived collaborators.
Mistakes to avoid
- Creating one generic team for every project instead of naming teams around real working groups.
- Inviting every person individually to every board when a team would give cleaner access.
- Forgetting to customize avatars or card colors when you manage several similar teams.
- Removing someone from a team and assuming that also removes any direct board invitation they may have received separately.
- Linking a team to a board without checking whether everyone in that team should see the work.
FAQ
Can a team work on the same Drawsy board at the same time?
Yes. Linking a team gives the team collaborator access, so members can open the board together for live visual work or return later for async review.
Should I invite people individually or invite the whole team?
Use individual board invites for one-off access. Use teams when the same group needs access to multiple Drawsy or Planner boards, or when you want easier member management later.
What happens when I remove someone from a team?
Their team-sourced access is removed from boards linked through that team. Any separate direct board access should be managed from the specific board members list.
Can I make someone else a team admin?
Yes. From the team members dialog, owners and admins can promote members to admin or switch them back to member.