Team Collaboration

Build shared knowledge bases, collaborate on research, and manage team access.

Plans

Workspace sharing, team chat and direct messages are part of the Pro plan and above. Huddles and included team seats come with Team. See Pricing.

Workspaces

Workspaces are the containers for your collections, documents, notes and conversations. Everyone in a workspace sees its collections.

Creating a Workspace

1. Open the workspace menu in the sidebar (or Settings → Workspaces)
2. Choose Create New Workspace
3. Enter a name

The free Researcher plan includes one workspace; Pro includes 10; Team and Enterprise are unlimited.

Workspace Roles

Role	View content	Upload and edit	Delete the workspace
Owner	✓	✓	✓
Editor	✓	✓	❌
Viewer	✓	❌	❌

Inviting People to a Workspace

1. Go to Settings → Workspaces
2. Choose Share Workspace on the workspace
3. Enter the person's email address
4. Pick a role (Editor or Viewer)
5. Click Send Invitation

Manage Users on the same screen lists who has access, lets you change a member's role, and remove access.

Team seats (Team plan)

The Team plan covers people, not just the person who pays. It includes 3 seats: the owner plus two teammates invited by email at no extra cost.

1. Go to Settings → Account → Team
2. Enter a teammate's email and click Send invite
3. They accept the invitation and get Team access

Everyone on the team shares the owner's monthly AI token pool. The owner can Revoke a seat at any time, and a member can Leave team; either way that person falls back to the free plan. Additional paid seats (up to 10 people) are coming; beyond that, see Enterprise.

Team seats and workspace sharing are separate: a seat gives someone the Team plan; sharing a workspace gives them access to its content.

Collections

Collections (Knowledge Stacks) organize documents by topic, project or research area, inside a workspace.

• Workspace members see all collections in the workspace
• Descriptions help automatic routing pick the right collection for each question — use Generate with AI if you don't want to write one
• Collections can be nested under a parent collection

See Managing Collections for details.

Team Chat, Messages and Huddles

Team chat

Every shared workspace has a Team chat for its members, with online status and typing indicators. You can attach files, send voice messages, and bring the AI assistant into the conversation — it answers from the workspace's knowledge.

Private messages

The Private tab holds direct messages between workspace members.

Huddles (Team plan)

Start a Huddle to talk to the workspace — or to a project — by voice, with camera and screen sharing.

Collaborative Notes

The notes editor provides real-time collaborative editing for research synthesis and team writing.

Features

• Rich Text Editor - Headings, lists, task lists, tables, callouts, quotes, code blocks, images
• Real-time Collaboration - Multiple people editing simultaneously
• Comments - Threaded discussions with replies, @-mentions and resolve
• Version History - Browse, compare and restore previous saves
• Slash Commands - Type / for formatting, imports and AI tools
• Export - PDF, Word, Markdown + BibTeX, LaTeX (including an Overleaf project) or HTML

Creating Notes

1. Open Notes from the sidebar
2. Create a new note
3. Enter a title
4. Start writing

Sharing Notes

Use Share Note to invite a workspace member by email and pick a role:

• Editor — can edit and comment
• Viewer — can only view

Slash Commands

• Text and structure — Heading 1–3, Bullet List, Numbered List, Task List, Toggle List, Table, Divider
• Blocks — Quote, Code Block, Image, Info / Warning / Success / Error / Note callouts
• Import — Import Markdown, Import BibTeX, Bibliography
• AI tools (Pro) — Research, Cite, Verify, Summarize, Hypothesis, What-If Oracle, Outline

Sharing Conversations

Share a link

1. Open a conversation
2. Choose Share Conversation
3. Copy the link — anyone with it can view the conversation

You can revoke the link at any time.

Share a project

Group conversations into a project and share it with a teammate as a viewer. A project has its own group chat, where members and the AI assistant can talk about the project's conversations, and its own huddle on the Team plan.

Use Cases

• Research collaboration - Share literature review conversations
• Onboarding - New team members can see how questions were answered
• Knowledge transfer - Preserve institutional knowledge in searchable conversations

Document Management

Uploading Documents

Workspace Owners and Editors can upload documents. Supported formats: PDF, EPUB, DOCX, RTF, TXT, Markdown, XLSX, XLS, CSV, TSV, and audio/video (transcribed automatically).

Document Processing

Documents are processed asynchronously:

1. Extraction - Text and structure are read from the file
2. Chunking - Text is split using the selected strategy
3. Embedding - Chunks are vectorized
4. Knowledge graph - Entities and relationships are extracted (optional, Pro)
5. Ready - Document is searchable

Processing status is visible in the Knowledge Stacks dialog. See Uploading Documents.

External Connectors

Connect cloud storage and other apps to import documents into a workspace's collections (Pro):

• Google Drive, Dropbox, OneDrive / SharePoint
• Notion, Confluence, Slack
• Zotero

Set them up in the Connectors tab of Knowledge Stacks. See Integrations for detailed setup instructions.

Collaboration Workflows

Research Team Workflow

1. Create a workspace for the research project
2. Create collections by research topic or paper category
3. Bring in literature - upload PDFs and EPUBs, sync Zotero, or import papers by DOI
4. Collaborative notes - Synthesize findings together
5. Team chat and shared projects - Discuss insights

Documentation Team Workflow

1. Create a workspace for the documentation project
2. Connect cloud storage (Google Drive, Notion, Confluence)
3. Organize by topic using collections
4. Invite writers with the Editor role
5. Use chat to query documentation
6. Share conversations for onboarding

Academic Institution Workflow

1. Department workspace for each research group
2. Shared collections for core literature
3. Student access via the Viewer role
4. Professor ownership for management
5. Collaborative research with notes and chats

Privacy and Security

Data Access

• Workspace isolation - Documents in one workspace are not visible from another
• Role-based permissions - Owner, Editor and Viewer control who can change what

Data Ownership

• You own your data - Export your documents and notes at any time
• Delete anytime - Remove documents, collections and workspaces yourself

Deployment Options

Web, desktop and mobile apps:

• Use the web app in any browser
• Native desktop app for Windows, macOS and Linux
• Native Android app
• See Apps & Platforms for details

Enterprise On-Premise (on-demand):

• Run a licensed Scrapalot instance with team collaboration on your own infrastructure
• Full control over data and hosting
• Contact sales to arrange it, then see the Deployment Guide for instructions

Related Documentation

• User Guide - General usage
• Integrations - Connect external sources
• FAQ - Common questions

Tips for Effective Collaboration

1. Write detailed collection descriptions - Helps AI route queries correctly
2. Use consistent naming - Makes collections easy to find
3. Share conversations - Preserve knowledge in chat history
4. Leverage connectors - Automate document ingestion
5. Organize by project - Create workspaces for each major initiative
6. Assign roles thoughtfully - Give Viewer access where editing isn't needed