How to set up a shared PDF workspace for your team on WordToPDFHub
Most “team PDF” products start by uploading every file to a server. WordToPDFHub takes a different path: people keep converting and editing locally, then optionally save finished files into a shared team library. Here is how to set that workspace up end to end.
Ready to try it?
Open the Merge tool and follow along.
What a WordToPDFHub team includes
A team is an organization with a seat limit, members (owner, admin, or member), and pending email invites. Members can save downloads into a shared library (soft-capped) and open, download, or remove those files from the dashboard.
Owners and admins manage invites, SSO preferences, and the audit trail. Seat billing for Business is still quoted via sales — the product already enforces seat caps on members plus pending invites.
Create your team step by step
You need a signed-in account. Then:
- 1Open Dashboard and switch to the Team & usage tab.
- 2Enter a team name and choose a seat pack (for example 5, 10, or 25).
- 3Click Create team. You become the owner automatically.
- 4Invite teammates with their work email and a role (member or admin).
- 5Finish the invite in your mail app — the message includes an accept link to /dashboard?invite=…
Accepting an invite
Invited people must sign in (or create an account) with the same email address the invite used. Opening the accept link while signed in joins the team and focuses the Team tab.
Invites expire after 14 days. Admins can revoke pending invites from the dashboard before they are accepted.
Share files with the team library
Run any tool as usual — merge, convert, protect, edit — entirely in the browser. When the download toast appears and you belong to a team, choose Team library instead of My files.
Shared files show under Team library on the Team tab: open PDFs in the editor, download, or delete. Any member can remove a shared file today (collaborative library model).
- My files — private to your account; Free plans have a save cap.
- Team library — visible to every member; soft limit of 100 files per team.
- In progress — personal resume sessions, separate from the shared library.
SSO preferences (honest roadmap)
Admins can record company email domain, preferred IdPs (Google Workspace, Microsoft Entra, Okta, custom SAML), and whether the team wants to prefer SSO when available.
Those settings do not block password or Google sign-in yet. Use Email enablement request to send preferences to sales when you are ready for live IdP work.
Audit activity for admins
Owners and admins see Audit activity for team.created, invite.sent / revoked / accepted, library.file_saved / deleted, and sso.preferences_updated.
Members do not see the trail. Tool-by-tool SIEM (every merge or OCR run) is still on the roadmap — this panel is for workspace administration.
Privacy and security
Processing stays local until someone explicitly saves to personal or team storage. Team library objects live under org-scoped storage with membership checks.
Do not treat the shared library as a compliance archive or DLP system. Use it for finished work products your team already trusts to store together.
When to choose Business
Use a team on any plan for collaboration experiments. Choose Business when you need quoted seats, company invoicing, and a sales path for SSO enablement.
Start with the Business inquiry form if you already know seat count and IdP requirements.
Frequently asked questions
- Can I create more than one team?
- Today each user can own one team. You can still be invited to another org as a member, subject to product limits as multi-org expands.
- Do invites count toward seats?
- Yes. Seat usage is members plus pending invites, so unused invites reserve capacity until they expire or are revoked.
- Where do teammates accept invites?
- From the link in the invite email, which opens the dashboard with an invite token. They must use the invited email address.
- Is the team library encrypted with my company SSO?
- Library access is gated by WordToPDFHub membership today. Company SSO login is not connected yet — preferences only.
- Is my file uploaded to a server?
- No. Every WordToPDFHub tool runs inside your browser using WebAssembly, so your document never leaves your device.
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