Managing Your Team

Your team lives on the Team page in the sidebar, split into sections along the top: Library, AI profiles, People, Overview, and Billing. Everyone on the team can open all of them except Billing, which is for owners and admins.

Library is where the Team page opens, and it is the first thing a new teammate sees when they arrive.

Seats and invitations

The seat summary shows active, purchased, available, and pending seats. Pending invitations hold a seat until they're accepted, revoked, or expire — so if you're short a seat, revoking a stale invitation is often quicker than buying one.

In People → Invite teammates, paste up to 100 email addresses at once, choose Member or Admin, and send. Scholarly tells you if you're inviting more people than you have seats for, and skips any address that's already a member, already invited, or already on another team.

The join link

Instead of inviting by email, create an invite link and drop it into your own chat tool. Anyone who opens it joins as a Member.

Treat it like a password: it works for anyone who has it, up to your seat count. You can Rotate it to invalidate the old one, or Disable it entirely when you're done onboarding.

Requests to join

Someone who asks for access to your workspace appears in People as a request. Approving it sends them a real team invitation; denying it closes the request. The notification email opens straight to the request, so you can decide without hunting for it.

If you're out of seats, Scholarly says so inline and links you to Billing rather than failing quietly.

Seat changes

• Removing a member frees their seat immediately.
• A pending invitation reserves a seat until it is accepted, revoked, or expires.
• Approving a request to join needs a free seat.
• Revoking a stale invitation is usually faster than buying a seat.

Members and roles

• Owner — full workspace and billing control.
• Admin — can manage members, invitations, model policy, profiles, and billing.
• Member — uses the team's Premium or Laureate access and the shared Library, without administrative controls.

Change someone's role from the member row in People. Removing a member frees their seat immediately; anything they created stays in their own account.

Team projects

A project can belong to the team rather than to one person. Every active member opens a team project without a separate invite, everything each member contributes stays in it, and it survives the person who created it leaving the team.

A personal project can be transferred to the team, and a team project can be handed to one member — each behind a confirmation dialog naming exactly who gains and who loses access.

Give each recurring job its own team project and the work outlasts whoever set it up. See Your Team Library and Team Projects for the full guide.

Plan and AI models

Open Team → Billing → Plan & AI models. This is where an admin decides which AI models the team may use. Models are grouped by provider — OpenAI, Anthropic, Google, xAI, Meta, and an approved open-source group from Mistral, Z.ai, and Moonshot AI. The catalog shows hosting and data-retention details where available. You can search the catalog, filter to Enabled or Disabled, and see how many creation surfaces each model covers.

Three tier switches cover the broad strokes:

• Premium models — the best-quality paid models on supported creation surfaces.
• Frontier models — included on Laureate seats. Turn it off to hide it, or allow it only for members who have Laureate personally.
• Extended open-source catalog — the full open-source lineup beyond the curated defaults.

Require Zero Data Retention

If your organization has a data-handling policy, turn on Require Zero Data Retention in the same section. Only models whose provider route is approved for zero data retention stay available to the team; anything else is blocked, and the model list tells you exactly which rule blocked it.

Models outside that set carry a plain warning that their provider may retain request data under the provider agreement, so an admin can make the call with the facts in front of them.

A team policy can only ever remove access. It cannot grant a member a model above their effective plan.

For the fuller answer on data handling, training, and what admins can and cannot see, read Data, Privacy, and Model Controls in Teams.

Customization profiles

AI profiles are shared presets any member can apply in any create window: shared instructions, a preferred model, and a visual identity. Set up a profile once — house style, tone, brand look — and every teammate's slides, documents, and videos come out consistent without anyone re-typing the brief.

Only admins can create or change profiles. Members apply them.

See Customization Profiles for how the visual side works.

Activity

Open Team → Overview and scroll to Activity. It shows the last 30 days by default and can be switched to the last 7, grouped by UTC day:

• Created — completed creations, broken down by type (flashcards, podcasts, meeting notes, video explainers, slides, documents, study guides, worksheets, spreadsheets, research, infographics, mind maps, and more).
• Active members with measured activity.
• AI generations — generation actions used.
• Chat messages and study sessions.
• Activity over time, with a per-member table behind a disclosure.

Reporting shows counts, never content titles or prompts. It tells you whether the team is adopting Scholarly, not what any individual wrote. There is no team credit balance or cost-per-action report, because usage is counted per person.

Per-member limits

There is no shared credit wallet, token pool, or team balance. Every active seat inherits the plan the team bought — Premium for Teams carries the Premium catalog and its 10 weekly AI Creation Credits, Laureate for Teams carries Laureate and its 80. Upload, PDF, voice, study, and creation counters stay separate for each member, so one teammate's activity never reduces another's allowance.

Members see their own counters and reset timing in Settings → Usage.

The Library is the second signal worth reading: items carry a view count, so you can see which shared sources people actually opened.

Billing

Team → Billing → Manage billing opens the billing portal, where you can change the paid seat quantity, update payment details, review renewal and cancellation terms, and download invoices.

Billing is also where Plan & AI models lives, so the plan and the model policy sit on the same page.

Related

• Getting Started with Teams — setup and first invitations.
• Your Team Library and Team Projects — the shared Library and team-owned projects in full.
• Data, Privacy, and Model Controls in Teams — model policy, retention, and what admins can see.
• Rolling Scholarly Out to Your Team — a practical first-month plan.
• Scholarly Teams — plans, pricing, seats, and what each seat includes.