How do I create a new team and release categories to it?

A team in ContractHero groups people together and decides which contract categories those people can see at all. Sales sees customer contracts, HR sees employment contracts, management sees everything — without you having to grant rights person by person.

This article shows how to create a new team and control its category access.

What's in it for you

Instead of setting permissions for every team member individually, you define the access logic once per team. New colleagues inherit the visibility automatically as soon as you assign them to the team. That saves ongoing maintenance and reduces the risk of someone accidentally seeing contracts meant for another department — which matters for GDPR and internal compliance.

How it works

1. Open the team overview

Go to Settings → Teams („Einstellungen → Teams"). You'll see a matrix of every existing team and its access to categories. The heading "Your teams have access to categories" describes the default view. Use Search to find a team quickly, and Filter to narrow the display to specific teams or categories.

2. Create a new team

Click "Create new team" („Neues Team erstellen") in the top right.

The "Create new team" dialog opens, noting that teams let you represent different companies inside your organisation. Give the team a name (required) and decide under "Category access" („Kategorienzugriff") which contract categories the team may see:

• "Access to all" („Zugriff auf alle") releases every category in one click.
• The individual tick boxes per category let you grant access selectively.

Confirm with "Create team". The new team appears as its own row in the matrix straight away.

3. Adjust access later

In the matrix view, click the tick box where a team and a category intersect to grant or revoke access. Changes apply immediately — there is no separate "Save" step.

4. Switch perspective

The "Switch to category view" („Zur Kategorieansicht wechseln") toggle at the top flips the matrix: instead of "which team sees which categories" you get "which teams can reach this category". Handy when you want to check who has access to NDAs, for example.

Common questions

How do I add people to a team?

Not from the Teams page, but under Settings → Members („Mitglieder"): that's where you assign each person their team (or teams). The Teams page only controls which categories a team may see — not who is in it.

How many teams can I create?

The number depends on your plan. You'll find your current count and limit under Settings → Organisation details, in the "Organisation limits" section.

Who can create and edit teams?

Only people with admin rights at organisation level. Regular team members don't see the "Teams" area in the settings at all.

What happens if I assign someone to several teams?

They see the union of the released categories — every category that at least one of their teams may see.

Do team permissions apply retroactively?

Yes. The moment you tick or untick a box, the visibility of the affected contracts changes immediately for every team member — including contracts created earlier.

Can a team be restricted to a single contract instead of a category?

No. Team logic works at category level. To control access to individual contracts, use the Advanced Permission Concept (APC) (see related articles).

Good to know

• Contracts a team may not see don't appear in that team's contract list at all — not even greyed out. That simplifies onboarding and reduces accidental access.
• When a contract is uploaded, the category assigned to it decides which teams can see it afterwards.
• Team logic is independent of roles: roles control what a person may do (read, edit, delete), teams control which contracts they see in the first place.
• There are currently no real sub-teams or team hierarchies — each team stands on its own. For structured multi-level setups, assign people to several teams.

Related articles

• How can I create new roles?
• What is the Advanced Permission Concept (APC)?
• How to add/edit a category?
• How do I move contracts to another team?

Updated on: 09/16/2026