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Organizations & Team Management 🏢

Bike4Mind provides sophisticated enterprise-grade organization and team management capabilities that enable seamless collaboration, role-based access control, and scalable billing for teams of any size.

🎯 Overview​

Organizations in Bike4Mind are collaborative workspaces that allow teams to:

  • Share knowledge and projects across team members
  • Manage permissions with granular role-based access control
  • Collaborate on AI sessions and file processing
  • Track team usage and billing through integrated subscription management
  • Scale seamlessly from small teams to large enterprises

🚀 Getting Started with Organizations​

Creating Your First Organization​

  1. Navigate to Organizations

    • Go to /organizations or click the Organizations link in your navigation
    • Click "Create Team" to start a new organization

  2. Choose Your Plan

    • Personal Organization - For individual use with basic sharing
    • Team Organization - For collaborative teams with full features

  3. Set Up Your Team

    • Organization Name - Choose a descriptive name for your team
    • Team Size - Select the number of seats (minimum 4 seats)
    • Billing Information - Configure payment and billing contact

Organization Types​

Personal Organizations:

  • Created automatically for each user
  • Basic sharing capabilities
  • Individual billing and credit management
  • Perfect for personal projects with occasional collaboration

Team Organizations:

  • Full collaborative features
  • Seat-based billing starting at 4 seats
  • Advanced permission management
  • Enterprise-grade features and controls

👥 Team Member Management​

Adding Team Members​

  1. Invite by Email

    • Navigate to your organization's Members tab
    • Click "Add Members"
    • Enter email addresses of team members to invite
    • Set initial permissions (Read, Write, or Share)

  2. Permission Levels

    • Read - View shared content and participate in discussions
    • Write - Create and edit content, participate fully
    • Share - Manage sharing settings and invite others

  3. Seat Management

    • Monitor seat usage in the Members tab
    • See current usage: "5 / 10 seats used"
    • Add more seats through billing settings when needed

Managing Member Permissions​

Role-Based Access Control:

// Permission hierarchy
Permission.read    // View content and participate
Permission.update  // Create and edit content  
Permission.share   // Manage sharing and invitations

Organization Roles:

  • Owner - Full administrative access, billing management
  • Admin - User management, content administration
  • Member - Standard team access based on assigned permissions
  • Guest - Limited read-only access to specific resources

Member Activity Tracking​

Monitor team productivity through:

  • Credit usage per member - Track AI usage and costs
  • Activity feeds - See what team members are working on
  • Recent activities - Notebook creation, file uploads, collaborations
  • Usage analytics - Understand team engagement and productivity

💳 Billing & Subscription Management​

Team Subscription Plans​

Pricing Structure:

  • $X per seat/month (pricing loaded dynamically from Stripe)
  • Minimum 4 seats required for team plans
  • 50,000 credits per seat included monthly
  • Scalable billing - add/remove seats as needed

Managing Subscriptions​

  1. Subscribe to Team Plan

    • Navigate to Organization → Billing tab
    • Click "Subscribe Now"
    • Select number of seats needed
    • Complete Stripe checkout process

  2. Modify Seat Count

    • Go to Billing → "Manage Seats"
    • Increase/decrease seats using the +/- controls
    • Changes reflected in next billing cycle
    • Minimum seats = current team size

  3. Billing Portal Access

    • "Manage Billing" opens Stripe customer portal
    • Download invoices and payment history
    • Update payment methods and billing information
    • Cancel or modify subscriptions

Credit Management​

Organization Credits:

  • 50,000 credits per seat allocated monthly
  • Shared credit pool across all team members
  • Usage tracking per member for cost allocation
  • Automatic renewal with subscription billing

Credit Allocation:

// Credit calculation
const monthlyCredits = seats * 50000;
const totalCredits = monthlyCredits * subscriptionMonths;

🔐 Security & Access Control​

Permission System​

Granular Permissions:

  • Resource-level control - Notebooks, files, projects
  • Action-based permissions - Read, write, share, delete
  • Inheritance rules - Organization → Project → Resource
  • Override capabilities - Specific sharing permissions

Access Control Examples​

// Organization member permissions
{
  userId: "user123",
  permissions: [Permission.read, Permission.write],
  role: "member"
}

// Resource sharing
{
  resourceId: "notebook456", 
  sharedWith: [
    { userId: "user789", permissions: [Permission.read] }
  ],
  isGlobalRead: false
}

Security Features​

  • Invitation-only access - Members must be explicitly invited
  • Email verification - Confirmed email addresses required
  • Permission validation - Server-side permission checking
  • Audit trails - Track all permission changes and access

📊 Analytics & Reporting​

Organization Dashboard​

Key Metrics:

  • Seat utilization - Active vs. total seats
  • Credit consumption - Usage patterns and trends
  • Member activity - Engagement and productivity metrics
  • Billing status - Subscription health and payment status

Usage Analytics​

Team Performance Insights:

  • Most active members - Credit usage and activity levels
  • Popular content - Most shared notebooks and files
  • Collaboration patterns - Cross-team sharing and engagement
  • Cost optimization - Seat utilization and credit efficiency

Reporting Features​

  • Usage reports - Monthly team activity summaries
  • Billing reports - Cost breakdowns and forecasting
  • Activity feeds - Real-time team collaboration updates
  • Export capabilities - Data export for external analysis

🔄 Integration & Workflow​

Team Collaboration Workflows​

1. Project-Based Collaboration:

Create Organization → Invite Team → Create Shared Projects → 
Collaborate on Notebooks → Share Results → Track Progress

2. Knowledge Sharing:

Upload Team Files → Process with AI → Share Insights → 
Build Knowledge Base → Enable Team Discovery

3. Resource Management:

Monitor Usage → Optimize Seat Allocation → Manage Credits → 
Scale as Needed → Track ROI

API Integration​

Organizations integrate seamlessly with:

  • Authentication system - SSO and user management
  • Billing platform - Stripe subscription management
  • Activity tracking - Real-time collaboration updates
  • Permission engine - Granular access control

🎯 Best Practices​

Organization Setup​

  1. Plan Your Structure

    • Define clear team roles and responsibilities
    • Set up logical project hierarchies
    • Establish sharing and collaboration guidelines

  2. Optimize Seat Usage

    • Start with minimum required seats
    • Monitor utilization regularly
    • Scale up/down based on actual usage

  3. Manage Permissions Carefully

    • Use least-privilege principle
    • Regular permission audits
    • Clear escalation paths for access requests

Cost Optimization​

  1. Monitor Credit Usage

    • Track per-member consumption
    • Identify high-usage patterns
    • Optimize AI model selection for cost

  2. Seat Management

    • Regular seat utilization reviews
    • Remove inactive members promptly
    • Plan seasonal scaling needs

  3. Billing Optimization

    • Annual vs. monthly billing considerations
    • Usage forecasting for budget planning
    • Cost allocation across departments

🔧 Advanced Features​

Enterprise Capabilities​

  • Custom branding - Organization logos and themes
  • Advanced analytics - Detailed usage and performance metrics
  • API access - Programmatic organization management
  • Bulk operations - Mass user management and content operations

Integration Options​

  • SSO integration - Enterprise authentication systems
  • Billing integration - Custom billing and invoicing
  • Analytics integration - Export to business intelligence tools
  • Compliance features - Audit logs and data governance

📚 Related Features​

Organizations work seamlessly with other Bike4Mind features:

Organizations & Team Management enables Bike4Mind to scale from individual productivity to enterprise collaboration, providing the structure and controls needed for teams to work together effectively while maintaining security and cost control.