Running Active Playbooks
Team tab
The standing cast for the engagement — viewable as a list, a stakeholder map, or a team charter, all driven from the same underlying member set.
The Team tab is where you manage the standing cast for a playbook — the people involved in the engagement at the playbook level, separate from (and usually broader than) any individual session's participant list.
Three views into the same underlying member set let you read the team in different ways: a flat list for management, a stakeholder map for influence and interest, and a team charter for shared norms and operating agreements.
Three views, one member set
List
A flat table of every team member, with name, role, and per-row actions. The default view, best for adding, editing, and removing members.
Stakeholder map
A 2D map of the team plotted by influence and interest (or other axes). Best for understanding who matters most for what, and where to invest engagement effort.
Team charter
A shared agreement on the team's norms, ways of working, and decision-making. The "how we operate" document for the engagement.
The three views share the same underlying member set. Add a member on the list, and they appear on the stakeholder map. Update a member's role on the map, and the list reflects the change. The views are different lenses, not separate stores.
Playbook team vs session participants
This is the distinction that catches everyone on day one — covered in depth on the Participants tab page, but worth repeating here because this is where the team gets defined:
- Playbook team — set on this tab. Per-playbook. The standing cast for the whole engagement.
- Session participants — set on the Participants tab of a specific session. Per-session. The list for that one meeting.
Adding someone to the playbook team does not automatically add them to every session. It does make them appear as a suggested member on every session's Participants tab, where the facilitator can quick-add them with one click.
The pattern: playbook team is the cast list for the engagement; session participants are the cast for one episode.
Owner initialisation on first visit
The first time someone with owner permissions visits the Team tab on a new playbook, Gleo runs a short initialisation flow to set up the team's structure — confirming they're the owner, capturing initial team metadata. After that first visit, the tab opens directly into whichever view was last used.
If you're not the owner and the team hasn't been initialised yet, you'll see an empty state asking the owner to do their first visit.
Adding a member
From the list view, the Add member action opens an inline form:
- Name — display name.
- Email — the unique identifier; matched against existing workspace members.
- Role — the playbook role (Facilitator, Owner, Participant, Observer — see Roles overview).
- Stakeholder fields (optional) — values that drive the stakeholder map (typically influence and interest, but a workspace can configure others).
Members added here are part of the playbook team — and from then on, they appear as suggested members on every new session created under the playbook.
Editing a member
Click any member's row to open their detail. From the detail pane:
- Update their role.
- Edit their stakeholder fields (changes propagate immediately to the map).
- Remove them from the team.
Removing a member from the team doesn't remove them from sessions they've already joined as a participant — those memberships are session-level. The team-level remove just stops them appearing as a suggested member on future sessions.
Walkthrough
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1
Open the Team tab
Inside any playbook, switch to the Team tab. The list view opens by default. (If this is the first visit and you're an owner, you'll see the initialisation flow.)
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2
Add the standing team
Click Add member. Enter name, email, role. Repeat for everyone who'll be involved across the engagement.
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3
Switch to the stakeholder map
Toggle to the Stakeholder map view. You'll see the same members plotted in 2D. Drag to reposition or open a member's detail to set the values precisely.
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4
Open the team charter
Toggle to Team charter. Capture the team's operating agreements — decision-making norms, communication channels, anything worth being explicit about.
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5
Verify the team flows through to sessions
Open a session in the playbook → Participants tab. The playbook team appears as suggested members at the top of the page, ready to quick-add.
Tips & pitfalls
Set up the team before you create sessions. Adding the team first means every session you create after that gets the team as suggested members from the start. Adding sessions first and the team later means quick-add is unavailable for already-created sessions.
Use the stakeholder map deliberately, not decoratively. Plotting people just because the view exists is busywork. Use it when the engagement actually has stakeholder dynamics worth visualising — political projects, change management, multi-party negotiations.
Keep the team charter short and live. A 12-bullet charter the team agreed once and never reads again is worse than no charter. Three or four sharp norms that the team actually invokes ("decisions are made by the named owner; discussion is async-first") beats a wall of generic principles.