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Guide
Teams: licenses for a group
How a team gives each person a license, who can do what, and what happens when someone leaves.
- Plan
- Pro
- Reading time
- 7 min read
- Checked against Thoth for Windows on
- October 26, 2026
On this page
A team is a workspace several people share. Its help centers, cloud backups and synced guides belong to the team. Everyone shares the backups and synced guides; help centers are for the people and groups you give access to. Pro for the people on it comes from licenses the team gives out. Nothing is pasted or pushed to computers.
Roles#
| Role | Can |
|---|---|
| Owner | Everything, including billing, handing the team over, deleting it, and choosing everyone else’s roles. There is one owner. |
| Admin | Add and remove members, give each person a license, and manage help centers, app connections and cloud backups. Can release a guide a teammate forgot to check in. Admins can’t see billing or change the number of seats. |
| Billing admin | Manage the plan, payments, invoices, license keys and the number of seats. Doesn’t add or remove people or manage help centers. |
| Member | Use what the team holds, work on the team’s synced guides, and have Pro if given a license. |
Everyone in a team is a member. Admin and Billing admin are roles given on top of that, and a person can hold more than one: someone who is both an admin and a billing admin can do everything either allows. Only the owner gives or changes roles.
Set up a team#
- 1
Pay for a team
A team is created by paying for it. Sign in at my.usethoth.app, open the Team page and choose Choose a name and pay for a team (or choose Team on the pricing page). Name the team, pick how many seats, and pay. The team is created as soon as the payment is confirmed; until then nothing exists, and a team that is never paid for is removed after a few days.
- 2
Invite users
Choose Invite someone, enter their email address and tick their roles before you send the invitation (the owner can give Admin, Billing admin, both or neither; an admin can invite plain members). Each gets a link, emailed to that address only, and it expires after 7 days. To invite several at once, choose Several users, paste a list of addresses or add a CSV file, and up to 50 are invited with the same roles. Anyone who is already on the team, or has no seat, is left out and listed. In Waiting to join, tick invitations to send them again or cancel them together.
- 3
Give licenses
Give each person a license. The Team plan is per seat, with a minimum of 3 seats: the seats you have are the number of people the team can hold and the number of licenses you can give out.
- 4
Each person signs in to Thoth
They open Settings → Plan & license → Sign in with Thoth with their own account. Pro turns on and says it comes from the team.
Working on the same guides#
Each person signs the Thoth app in to the team, and the team’s synced guides appear in Settings → Cloud sync for everyone. Edits travel between computers by themselves: a change is uploaded about 15 seconds after you stop editing, and changes made on other computers are looked for every 2 minutes. The bar at the top of a synced guide says what is happening (Changes waiting, Uploading to Thoth Cloud…, Saved to Thoth Cloud). Changes are encrypted on the computer before they are uploaded.
To tell teammates you are editing a guide, check it out: choose Check out next to the guide in Settings → Cloud sync, or in the bar at the top of the guide’s editor. Teammates then see your name is editing next to the guide, in the library, in Cloud sync and in the editor. Their copies of that guide are not uploaded over yours, and stay on their own computers until you check it in. Checking in sends your changes first, then gives the guide back.
- Checking a guide out also brings the newest version first, so you start from what the team has.
- A claim lapses by itself about 4 hours after the person’s Thoth last refreshed it. Thoth refreshes it while it is running, so closing the app or going offline frees the guide within hours.
- Someone who forgot to check in can have their claim released: an admin chooses Release next to the guide on the Backups & sync page at my.usethoth.app, or Release their claim in the guide’s menu in Cloud sync.
- Nobody has to check guides out. If two people change the same guide without it, the second to upload is asked which version to keep. Nothing is overwritten silently.
- Everyone’s version history stays in History for each guide.
Teams for managed service providers#
When you pay for a team you choose Standard or MSP. An MSP team keeps help centers for customers: on the Help centers page add your clients and give each help center to one. New users can’t open any help centers until an owner or admin gives them access, and a new help center is visible only to owners and admins until someone is given access. Create groups on the Groups tab of the Team page, add members, and choose what each group can access: a whole client with all its help centers, or single help centers. Can use means publish to it and view it. Can manage also lets them change its branding, who can view it, and how its guides are arranged. Users get the access of every group they are in, and you can add access for one user from the Users tab. The Users tab of a help center shows who has access to it. Owners and admins always have access to every help center. Deleting a help center, going back to an earlier version, taking one offline, app connections and billing stay with the owner and admins.
People at your clients open their help centers from a client portal, with no Thoth account and no seat. On the Clients page, open a client, choose Contacts, and paste the email addresses (or a CSV file) of the people there. Each gets an email with the client’s portal link. They enter their address, we email them a code, and they see only that client’s help centers. Nothing opens by itself: a private help center lets a client’s contacts in only when you tick Contacts of the client on its Access tab, and a new help center is private from the start. Removing a contact signs them out of the help centers they had open, and Replace the link on the Contacts section retires a portal link that got out. The link only opens a sign-in page: nobody gets in without a code sent to a contact’s address.
Both kinds use the same Team plan and seats. The owner can turn MSP features on or off later from the Team page; turning them off needs the team’s clients removed first.
Handing the team to someone else#
Only the owner can. On the Team page open Transfer ownership, choose the person, and choose Continue. A page explains what changes: they become the owner, you become an admin, and you can’t undo it yourself. To go ahead, choose Email me a code, type the 6-digit code we send to your address (it works for about 5 minutes), and choose Hand over. Both of you get an email when it is done. The code is what stops someone who finds your computer signed in from taking the team.
Taking a license back#
Taking a license back, removing the person, or the plan ending stops new keys. Thoth checks a couple of seconds after every start, so Pro ends the next time it starts with a connection, and within a week on a computer that stays offline. See When does Pro end?.
- A person’s own Pro subscription counts too. If they have both, the team’s license is used.
- Each person’s license can be on three computers, so a member has three of their own.
- Rolling Thoth out to many computers at once: see Deploy to many computers. No keys are included in the script; people sign in with their own accounts.