Teams in Mergram
Every Mergram account belongs to a team. Teams share templates, fonts, connections, and credits. Team members can collaborate on the same templates and run merges from the shared credit balance.
Why teams matter
Teams enable collaboration without duplicating work. Design a template once, share it with your team, and everyone can use it for their own merges. Shared fonts, connections, and credits mean consistent output across the organization.
Team Roles
Owner
- Full access to all features
- Can manage billing and subscription
- Can invite, remove, and change roles of team members
- Can delete the team
- Can access team audit logs
- There is always exactly one owner
Admin
- Can manage templates, fonts, and connections
- Can invite new team members
- Can run merges and email campaigns
- Can access billing and subscription settings
- Can access team audit logs
- Cannot change the owner role
Member
- Can use templates, run merges, and send emails
- Cannot manage team settings or invite members
- Cannot access billing or subscription settings
- Cannot access team audit logs
Choosing the right role
Assign Member by default and promote to Admin only when someone needs to manage templates or invite new members. This follows the principle of least privilege while enabling collaboration.
Adding Team Members
Mergram offers two ways to add members to your team: email invitations and invite links.
Which method should I use?
Use email invitations when you need to assign a specific role (Admin or Member) or want a personalized, one-time invitation. Use invite links for quick onboarding — share the link in Slack, Teams, or any channel and anyone who clicks it can join. No SMTP configuration is required for invite links.
Via Email Invitation
Email invitations send a personalized message to a specific email address. You can choose the role to assign.
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Open team settings
Go to Settings → Team to see current members.
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Send invitation
In the Invite Member card, enter the email address and select a role (Admin or Member). An invitation email is sent with an acceptance link.
SMTP required
Email invitations require a configured and validated SMTP server. If SMTP is not set up, the invitation email cannot be sent. Configure SMTP in Settings → Email before sending invitations.
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Accept invitation
The invitee clicks the link in the email, signs in (or creates an account), and joins the team with the role you selected.
Pending invitations
Invitations expire after 7 days if not accepted. Revoke pending invitations anytime from Settings → Team if the invitee no longer needs access.
Via Invite Link
Invite links are shareable URLs that let anyone join your team as a Member — no email or SMTP setup required. Each team has one active invite link at a time.
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Open team settings
Go to Settings → Team and scroll to the Invite Link card.
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Create the link
Click Create Invite Link. A unique URL is generated (for example,
https://mergram.com/join/abc123). Copy the link and share it through any channel — Slack, Microsoft Teams, email, or a shared document. -
Accept the link
When someone opens the link, they are prompted to sign in (or create an account). After signing in, they are automatically added to the team as a Member.
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Reset the link (optional)
If the link has been shared too broadly or you want to revoke access, click Reset Link. The old link is immediately invalidated and a new one is generated. Share the new link with the intended recipients.
Immediate invalidation
Resetting the invite link invalidates the old link right away. Anyone who tries to use the old link will see an error. Make sure to share the new link with anyone who still needs to join.
Managing Members and Invitations
- Pending invitations — View and revoke pending email invitations in Settings → Team
- Invite link — Create, copy, or reset the team’s invite link from the Invite Link card (owner and admin only)
- Change roles — Promote or demote team members at any time (admins cannot modify the owner or other admins)
- Remove members — Remove team members; their personal data is preserved but they lose access to team resources
Shared Resources
All team members share access to:
- Templates — Saved templates and folders
- Fonts — Custom uploaded fonts
- Connections — Google Sheets and Canva OAuth connections
- SMTP — Shared email server configuration
- API keys — Team-scoped API keys for programmatic access
- Credits — Shared credit balance for merges and emails
Best Practices
- Use the Member role by default — Promote to Admin only when template management or inviting is needed
- Name templates clearly — Use a consistent naming convention so all team members can find what they need
- Communicate about large merges — Since credits are shared, let your team know before running large merges
- Review access periodically — Remove members who no longer need access to keep your team secure
- Use API keys with minimal scopes — Generate API keys with only the scopes needed for each integration
Limitations
- One team per account — Each account belongs to a single team
- No per-member credit limits — Credits are shared equally across all members
- Single-level roles — Only Owner, Admin, and Member roles are available (no custom roles)
- Team deletion requires sole membership — A team can only be deleted by the owner when they are the only remaining member
- API key management requires owner or admin — Only owners and admins can generate, view, and revoke API keys
- Invite links always assign Member role — Users joining via invite link are always assigned Member. Promote to Admin manually after they join
- One invite link per team — Each team has one active invite link at a time. Reset it to generate a new one
- Invite link management requires owner or admin — Only owners and admins can create, view, and reset invite links