Use team hubs in Lucid to collaborate and stay organized

Set up your team hub

To get started, you can set up a team and customize it to match your sharing needs. If you’re looking for an existing team, skip to the Access your teams section below.

Determine team type

Start by deciding the type of team you want to create. Depending on the purpose and desired access for your team, choose from the following types: open, closed, or hidden. Read on for descriptions on each and suggestions for which may be a good fit for your needs.

Open
You set the join setting as “Everyone at [your company name]”, your team is considered “open” and is visible to everyone at your organization in the All Teams page. Anybody at your organization can join this team without needing to be manually added or approved. The team name, description, and membership are visible to everyone at the company. This is a good option if you want your team to be easily accessible.

Closed
If you set the join setting as “Invited people only”, it will be a “closed” team that is visible to everyone at your organization in the All Teams page. Anybody at your organization can request to join this team but need approval by a team member before they are let in. The team name, description, and membership are publicly visible. This is a good option if you want your group to be visible and easy to find, but still want control over approving who joins.

Hidden
If you set the join setting as “Invited people only” AND toggle on the option to hide the team, it won’t show up in the All Teams page for anyone that isn’t already a member. Keep in mind that depending on the settings for your account, hidden groups may or may not be visible to admins. Only people who are manually added by a group member can be a part of a hidden team. None of the information about the team will be publicly visible. This is a good option if you need a locked down group that isn’t publicly visible to other users on your account.

Create a team

To create a new team in Lucid, follow these steps:

1. From the Lucid Home Page, click + New from the top-left corner of the page.
2. Select Create Team.
3. In the panel that appears, type a team name under “Name this team”.
   • Each team name you add to your account must be unique. You will see a message pop up in the panel if the name you choose has already been taken.
4. Under “Add members to your team”, type the name or email address of any users you want to add to the team.
   • If you have the Slack integration enabled, you can also type a Slack channel name you want to add to the team. You will have the chance to review the imported list before officially creating the team. Refer to our Slack integration article for setup or update instructions.
5. Under “Select team type” select the option that is best suited to your team’s needs.
   • For a description of each team type and suggestions on when each may be a good fit, refer to the Determine team type section above.
6. Click Create team.

After creating the new team, you will be taken to the team hub.

Create multiple teams with a CSV

If you have a CSV that outlines teams and team members in your organization, account owners and account admins can import it to create multiple teams at once.

To bulk import teams with a CSV, follow these steps:

1. Select Admin from the navigation menu at the bottom-left of the Lucid Home Page.
2. Click the Groups dropdown in the left-hand menu.
3. Select Teams under the “Groups” dropdown.
4. Click the dropdown arrow to the right of “Add team” in the top-right corner of the list of “Teams”.
   
5. Click Bulk create teams via CSV.
6. Choose a CSV from your device to upload.
   • The CSV file must include a column for employee emails and a column for what team they belong to.
7. Click Next.
8. Use the dropdown menus to indicate which columns on the CSV match “Employee email” and “Teams”.
9. Click Next.
10. Determine the team type. The selection you make applies to all teams being imported.
11. Click Create # teams.
    • The button will indicate the number of new teams being created.

Join an existing team

To search for and join an existing team on your Lucid account, follow these steps:

1. Open the workspace dropdown from the left-hand side of the Lucid Home Page.
   
2. Select All teams.
3. Browse through the list of available teams or use the search bar at the top of the page to look up a team using keywords.
   • Only open or closed teams appear in the list and search results. Hidden teams require users to be manually added and do not show up in the list or search results.
4. Click Join or Ask to join to the right-hand side of the team you want to join.
   • Join indicates the team is open. You will be added to the team immediately.
   • Ask to join indicates the team is closed. You will be added to the team after approval by a team member.

Manage your team hub

Once your team has been created, you have various management options accessible. Read the sections below to see the steps to access and manage your teams.

Access your team hubs

To access a list of all the teams visible to you, follow steps 1-2 in the Join an existing team section above.

To filter the teams to only see those you are currently a member of, select My teams from the dropdown menu to the right of the search bar.

Pin a team hub to your workspace dropdown

You can access any teams you belong to by following the steps in the section above. If you want quicker access, however, you can pin teams so they are accessible from the Lucid Home Page workspace dropdown. To pin a team for easier access, follow these steps:

1. Open the workspace dropdown from the top-left corner of the Lucid Home Page.
2. Click View all teams.
3. Hover your cursor over the team you want to pin.
4. Click the Pin to team list icon to the far-right of the team's name in the list.

All pinned teams can be accessed directly from the Lucid Home Page using the workspace dropdown.

Edit team hub settings

To edit team settings such as team name and team color, follow these steps:

1. Open the workspace dropdown from the top-left corner of the Lucid Home Page.
2. Select View all teams.
3. Hover your cursor over a team.
4. Click the three-dot menu from the right-hand side of the team.
5. Select Edit team settings.

A team settings panel will open where you can adjust the team name, team acronym or emoji, and team color. You can also adjust your settings for who can join the team according to the options explained in the Determine team type section above.

Leave a team

To leave a team you are a member of, follow these steps:

1. Open the workspace dropdown from the top-left corner of the Lucid Home Page.
2. Select View all teams.
3. Hover your cursor over a team.
4. Click the three-dot menu from the right-hand side of the team.
5. Select Leave team.
6. Click Leave team to acknowledge that you are losing access to the team space and documents.

Archive a team hub

To archive a team, follow these steps:

1. Open the workspace dropdown from the top-left corner of the Lucid Home Page.
2. Select View all teams.
3. Hover your cursor over a team.
4. Click the three-dot menu from the right-hand side of the team.
5. Select Archive team.
6. Click Archive.

Once a team is archived, team members lose access to the team space and documents. Additionally, access to documents that were previously shared with the team is revoked.

Restore an archived team
You can restore archived teams by following these steps:

1. Open the workspace dropdown from the top-left corner of the Lucid Home Page.
2. Select View all teams.
3. Click the All types dropdown to the right of the search bar.
4. Select Archived.
5. Hover your cursor over a team.
6. Click Restore.

Customize your team hub

When you click into a team, you will see your team hub. From this page, you can access your team space, add team members, and open team documents.

Add or remove team members

To add members to your team, follow these steps:

1. From the team hub, click Invite team members from the top-right corner of the page.
2. In the textbox that appears, enter the name or email address of the user you want to add to the team.
   • If you have the Slack integration enabled, you can also type an individual’s handle or a Slack channel you want to add to the team. Refer to our Slack integration article for set up or update instructions.
3. Click Done.

To remove members from your team, follow these steps:

1. From the team hub, click Manage team members from the top-right corner of the page.
2. Click the X to the right of the user you want to remove from the team.
3. Click Done.

Assign roles and permissions to team members

To adjust the role or permissions for members of a team hub, team managers can follow these steps:

1. From the team hub, click Manage team members from the top-right corner.
2. Open the dropdown menu to the right of a team member.
3. Select a role or permission from the list.
4. Repeat as needed for the remaining team members.

Add a team space

Within the team hub, you can pin a team space that serves as your home base for coordination—organize content and resources, assign tasks, monitor progress, and more.

To add a team space for the first time:

1. From the team hub, click Team space from the navigation menu on the left-hand side.
2. Click Create and Share.

This specific Lucidspark board will now be accessible to view or edit under “Team space” in the left-hand navigation menu of your team hub.

You can also turn an existing team document into a team space by right-clicking the document from the team hub and selecting Make primary team space.

Add or access team documents

Team hubs make it easy to keep your resources—both those internal and external to Lucid—organized and easily accessible in one place. At the top of your team hub, you can customize a description, view your team space, and access pinned external links. At the bottom of your team hub, you’ll find a list of all team documents and documents that have been shared with the team.

Pin external links in a team hub
You can pin external links to make team resources easily accessible from your team hub. Use this as a central hub that can link to everything, such as a team Slack channel, a backlog in Jira, a Google Slide of your team values, and a Microsoft document containing your style guide. To pin external links, follow these steps:

1. Open the team hub.
2. Click Add quick link at the top of the page.
   • If you’ve already added external links, click the plus sign to the right of your existing links to add additional ones.
3. Insert or paste a URL.
4. In the text box that appears, type a name for the link. 
   • This is the name that will appear on the clickable link in the team hub.
5. Click Add.

Add a new Lucid document to a team hub
To add a new document that is automatically accessible by the entire team, follow these steps:

1. Open the team hub.
2. Click + New.
3. Hover your cursor over “Lucidchart”, “Lucidspark”, or “Lucidscale”.
4. Select Blank document or Create from template.
5. Click Create and Share to grant edit and sharing permissions to everyone on the team.

You can find the new document in the team hub under “Recent documents”.

Move a Lucid document you own into a team hub
To move an existing document from “My documents” into a team hub, follow these steps:

1. From the Lucid Home Page, select Documents from the navigation menu on the left-hand side.
2. Hover your cursor over the document you want to move.
3. Open the three-dot menu.
4. Hover your cursor over Organize.
5. Select Move to.
6. Click Teams.
7. Select the team you want to move the document into.
8. Click Move.

The document can be located in the team hub under “Documents” and will be accessible by all team members.

Move a folder you own into a team hub

To move an existing folder from “My documents” into a team hub, follow these steps:

1. From the Lucid Home Page, select Documents from the navigation menu on the left-hand side.
2. Hover your cursor over the folder you want to move.
3. Open the three-dot menu.
4.  Hover your cursor over Organize.
5. Select Move to.
6. Click Teams.
7. Select the team you want to move the document into.
8. Click Move.

To move a folder you own from within a team hub, follow these steps:

1. Click Add documents.
2. Select the folder you want to move into the team hub.
3. Click Move to team.
4. Click Move.

The folder can be located in the team hub under “Documents” and will be accessible by all team members.

Access Lucid documents shared with the team
When sharing documents, you have the option to share with an entire team, rather than typing each individual collaborator. To access documents that have been shared with your team, select Team Documents from the navigation menu on the left-hand side of the team hub, then click Shared with team.

Access and use team blueprints 

On Enterprise accounts with the Cloud Accelerator, Cloud Accelerator managers can create and publish blueprints—collections of tailored templates designed for specific workflows such as product development or sprint planning. Once published, these blueprints are accessible to designated teams through their team hub.

Add a blueprint

To add a blueprint that has been published to your team, follow these steps from your team hub’s home page:

1. Click the plus sign icon to the right of “Blueprints”.
2. Select a blueprint from the list.
   • The list only displays blueprints that have been published to your team by a Cloud Accelerator manager.
3. Type a unique name for the blueprint.
   • If you plan to use this blueprint regularly, we recommend including a date in the title.
4. Select which documents from the blueprint you want to use.
   • All documents are included by default. Un-select any you don’t want to include.
5. Click Create blueprint.

You can find the blueprint on the home page of your team hub, including all documents included within it. Repeat this process as often as needed to get access to new or updated templates.

Each time you add a blueprint to your team hub, a folder containing each of the blueprint’s documents is added to your Team documents.

Complete a blueprint

If you no longer need access to a blueprint from the team hub’s home page (for example, if you’ve started a new sprint), you can complete the blueprint by following these steps:

1. Click Complete from the top-right corner of the blueprint in your team hub.
2. Click Complete.
   • By default, the blueprint will start over after being completed. Un-check "Start this blueprint again" if you do not want a new copy of the blueprint to be created in your team hub.

If you start the blueprint over, follow these steps:

1. Type a name for the new blueprint.
2. Click Next.
3. For each template in the blueprint, select Create new or Use existing.
   • Create new will create a new version of the template without any content you added while using the blueprint.
   • Use existing will roll the previous template forward to the new blueprint, keeping any content you added while using the blueprint.
4. Click Create blueprint.

Completing a blueprint removes it from your team hub’s home page, but you can still access and edit the documents from your Team documents in the folder that was created when you added the blueprint to your team hub.

Move a blueprint to trash
After completing a blueprint, any member of the team hub can choose to delete the entire blueprint folder or specific blueprint documents.

To move a completed blueprint and the documents within to the trash folder, follow these steps from the team hub's home page:

1. Select Documents from the navigation menu on the left side of the page.
2. Double-click a folder from underneath "Blueprints" to open it.
   • The folders on the Documents page are parent folders containing blueprint folders for each time that blueprint has been added to the team hub. Parent folders cannot be deleted.
3. Hover over the blueprint folder you want to delete.
4. Click the three-dot menu that appears.
5. Select Move to trash.
6. Click Move to trash.

If you want to delete specific documents rather than an entire blueprint folder, click into the folder, then follow steps 3-6 above for the document(s) you want to delete.

FAQ

What happens to team documents from a team hub if I downgrade my Enterprise account?
If you downgrade your Enterprise account, you will lose access to team hubs and any documents stored within them. To ensure you don't lose your work, move all team documents to a new folder outside of a team hub before downgrading.

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