> ## Documentation Index
> Fetch the complete documentation index at: https://help.chainbook.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Collaboration Workflow

> Set up and manage team collaboration on crypto tracking wallets

This guide walks through setting up collaboration for teams, partners, and clients who need shared access to transaction data.

## When to Use Collaboration

Chainbook collaboration is ideal for:

<CardGroup cols={2}>
  <Card title="Business Partners" icon="handshake">
    Share visibility into joint venture or partnership transactions.
  </Card>

  <Card title="Finance Teams" icon="building">
    Give team members access to company asset activity.
  </Card>

  <Card title="Client Services" icon="user-tie">
    Let clients monitor assets you manage for them.
  </Card>

  <Card title="Accountants" icon="calculator">
    Provide read-only access for bookkeeping and tax prep.
  </Card>
</CardGroup>

## Setting Up Collaboration

### Step 1: Create a Wallet

First, create a wallet to share:

<Steps>
  <Step title="Go to Wallets">
    Click **Wallets** in the sidebar.
  </Step>

  <Step title="Create new wallet">
    Click **New Wallet** and configure:

    * **Name**: Use a clear name (e.g., "Acme Corp Treasury")
    * **Assets**: Add the asset addresses to track, each with its network and token
  </Step>

  <Step title="Save the wallet">
    Click **Create Wallet** and wait for initial sync.
  </Step>
</Steps>

### Step 2: Invite Team Members

<Steps>
  <Step title="Go to Shared">
    Click **Shared** in the sidebar and open the sharing dialog for the wallet you want to share.
  </Step>

  <Step title="Enter email address">
    Type the team member's email address.

    <Note>
      The invitation is tied to this email address — the invitee must sign in (or sign up) with the same email to accept it.
    </Note>
  </Step>

  <Step title="Choose a role">
    Select the member's access level:

    * **Viewer** — can see the wallet's data but not change it
    * **Editor** — can also edit transactions, categories, and descriptions
  </Step>

  <Step title="Send invitation">
    Send the invite.

    <Check>
      They'll receive an email with instructions to join.
    </Check>
  </Step>
</Steps>

### Step 3: Team Member Accepts

The invited person needs to:

1. Check email for the invitation
2. Click the invitation link
3. Sign in — or sign up with the invited email address, in which case pending invitations are accepted automatically
4. Accept the wallet invitation

Once accepted, they can access the shared wallet from their **Shared** page.

<Warning>
  Invitations expire after 7 days. If an invite expires, send a new one.
</Warning>

## Managing Team Access

### Checking Member Status

View who has access:

1. Go to **Shared** and open the wallet's sharing dialog
2. See the member list with status:
   * **Pending** - Hasn't accepted yet (no access until they do)
   * **Active** - Has access

### Changing Roles

Switch a member between **Viewer** and **Editor** at any time from the sharing dialog — the change takes effect immediately.

### Resending Invitations

If someone didn't receive their invitation, invite the same email again — the previous invitation is replaced with a fresh one.

### Removing Team Members

To revoke someone's access:

1. Go to **Shared** and open the wallet's sharing dialog
2. Find the person to remove
3. Click **Remove**
4. Confirm

<Warning>
  Removing a member immediately revokes their access. They can be re-invited later if needed.
</Warning>

## What Team Members Can Do

| Action | Owner | Editor | Viewer |
| - | - | - | - |
| View transactions | ✅ | ✅ | ✅ |
| View asset addresses | ✅ | ✅ | ✅ |
| View categories | ✅ | ✅ | ✅ |
| Edit transactions and categories | ✅ | ✅ | ❌ |
| Add assets | ✅ | ❌ | ❌ |
| Invite members | ✅ | ❌ | ❌ |
| Delete wallet | ✅ | ❌ | ❌ |

<Note>
  Auto-categorization on a shared wallet uses the wallet owner's contacts and their default categories — even when an Editor triggers it.
</Note>

## Collaboration Workflows

### Finance Team Workflow

For finance teams monitoring company assets:

<Steps>
  <Step title="Create wallet structure">
    Set up wallets by entity or purpose:

    * "Company Treasury"
    * "Operating Account"
    * "Payroll Asset"
  </Step>

  <Step title="Add all relevant assets">
    Import all company asset addresses into appropriate wallets.
  </Step>

  <Step title="Invite finance team">
    Add CFO, accountants, and finance staff to relevant wallets.
  </Step>

  <Step title="Establish categorization">
    Create categories matching your chart of accounts.
  </Step>

  <Step title="Owner categorizes transactions">
    Wallet owner maintains clean, categorized data.
  </Step>

  <Step title="Team reviews and exports">
    Team members can view data and export for their needs.
  </Step>
</Steps>

### Client Service Workflow

For managing client assets:

<Steps>
  <Step title="Create per-client wallets">
    One wallet per client for clear separation.
  </Step>

  <Step title="Add client assets">
    Import the assets you're managing for them.
  </Step>

  <Step title="Invite the client">
    Share the wallet with the client for transparency.
  </Step>

  <Step title="Maintain records">
    Keep transactions categorized and documented.
  </Step>

  <Step title="Client can monitor">
    Client has visibility without needing to share credentials.
  </Step>
</Steps>

### Accountant Access Workflow

For giving your accountant access:

<Steps>
  <Step title="Organize by tax year">
    Create wallets grouped by fiscal period if helpful.
  </Step>

  <Step title="Complete categorization">
    Ensure all transactions are categorized before sharing.
  </Step>

  <Step title="Add descriptions">
    Document unusual transactions with descriptions.
  </Step>

  <Step title="Invite accountant">
    Share relevant wallets with their work email.
  </Step>

  <Step title="Accountant reviews">
    They can view transactions and export data for their work.
  </Step>
</Steps>

## Security Considerations

When sharing wallets, remember:

<Warning>
  Team members can see all asset addresses and transaction history in shared wallets.
</Warning>

### Before Sharing

Consider:

* Do they need to see asset addresses?
* Should transaction history be visible?
* Is this the right level of access?

### Information Visible to Members

* All asset addresses in the wallet
* Complete transaction history
* Your contact labels
* Your category assignments
* Transaction descriptions you've added

### Protecting Sensitive Information

If you need to limit exposure:

* Create separate wallets for different access levels
* Only share wallets with necessary transactions
* Don't include sensitive assets in shared wallets

## Multi-Wallet Collaboration

For complex organizations with multiple wallets:

### Wallet Structure Example

```
Acme Corporation
├── Treasury (Finance team access)
├── Operations (Operations team access)
├── Client A (Client A + Account manager access)
├── Client B (Client B + Account manager access)
└── Trading (Trading team only)
```

### Team Assignment Matrix

| Wallet | CFO | Finance | Ops | Traders | Client |
| - | - | - | - | - | - |
| Treasury | ✅ | ✅ | ❌ | ❌ | ❌ |
| Operations | ✅ | ✅ | ✅ | ❌ | ❌ |
| Client A | ✅ | ✅ | ❌ | ❌ | ✅ |
| Trading | ✅ | ❌ | ❌ | ✅ | ❌ |

## Troubleshooting

<AccordionGroup>
  <Accordion title="Team member didn't receive invitation">
    1. Check they're looking in correct inbox
    2. Have them check spam/junk
    3. Verify email address is correct
    4. Invite the same email again to replace the invitation with a fresh one
  </Accordion>

  <Accordion title="Invite fails with &#x22;sent to a different email address&#x22;">
    Invitations can only be accepted by an account whose email matches the invited address. Have the person sign in with the invited email, or send a new invitation to the email they actually use.
  </Accordion>

  <Accordion title="Team member can't find the shared wallet">
    They should:

    1. Sign in with the correct email
    2. Look in **Shared** section (not Wallets)
    3. Accept any pending invitations
    4. Try refreshing the page
  </Accordion>

  <Accordion title="I need to change someone's access level">
    Open the wallet's sharing dialog from the **Shared** page and switch the member between Viewer and Editor. The change applies immediately — no need to remove and re-invite.
  </Accordion>

  <Accordion title="Team member left the company">
    1. Go to **Shared** and open the wallet's sharing dialog
    2. Find their entry
    3. Click **Remove** immediately
    4. Their access is revoked instantly
  </Accordion>
</AccordionGroup>

## Best Practices

<CardGroup cols={2}>
  <Card title="Clear Wallet Names" icon="tag">
    Use descriptive names that help team members find what they need.
  </Card>

  <Card title="Regular Audits" icon="magnifying-glass">
    Periodically review who has access and remove those who don't need it.
  </Card>

  <Card title="Document in Descriptions" icon="pen">
    Add context to transactions so team members understand them.
  </Card>

  <Card title="Communicate Changes" icon="comments">
    Tell team members when you add new assets or change categorization.
  </Card>
</CardGroup>

## Plan Limits

| Plan | Team Collaboration |
| - | - |
| Free | 1 team member per wallet |
| Pro | Up to 5 team members per wallet |
| Enterprise | Unlimited team members |

<Note>
  Limits are per wallet, and pending invitations count towards the limit.
</Note>

<Info>
  See [Billing](/features/billing) for plan details and pricing.
</Info>


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