Managing Your Team with Taia's Company Management Module: A Comprehensive Guide

Sign Up and Log In: The Gateway to Efficiency

Setting up your Taia account is your first step toward efficient project management. Simply visit taia.io and click on Sign Up, or access the application directly at translate.taia.io. The entire Taia platform operates in a web browser, which means no downloads or installations are necessary. You can even use it on your mobile device. So, whether you’re at your desk or on the go, your projects are always just a click away.

Choosing Between Individual and Company Accounts

Once you’ve signed up, you’ll be prompted to specify how you intend to use Taia: as an individual freelancer or as a company. Choosing the company option unlocks a suite of features tailored to managing more complex organizational structures.

Seamlessly Onboard Your Company and Teams

Company Account Setup

The first step after opting for a company account is to enter your company’s name. For example, if you name your company “Jurassic Park,” every team and project you create will fall under this umbrella. It allows you to manage all your users, teams, projects, and even the invoicing for your company.

Team Creation and Management

Every company account comes with a default team. However, Taia offers you the flexibility to create multiple teams. This feature allows for more segmented and specialized workflows. For example, you can have separate teams for “Research and Development,” “Marketing,” and “Park Management,” each with their own projects and privacy settings.

Define Roles and Permissions: The Key to Effective Collaboration

Taia allows you to specify various roles for your team members, each with a different level of access. The roles are:

• Company Manager: Full control over all teams, members, and projects.
• Team Manager: Control over specific team members and projects.
• Full Member: Can create and manage their projects but not team members.

Setting roles ensures that every team member has the right access for their job function, thereby improving efficiency and maintaining privacy where needed. There are other roles available, make sure to view the help section in the app for more details.

Billing Management: Simplify Your Finances

One of the most useful features of the Company Management Module is its sophisticated billing system. Not only can you set billing details for the company, but you can also specify them for individual teams. This feature helps maintain clear financial records and streamlines the invoice approval process.

Key features of Taia’s team management:

• Translation Management System - Centralized platform for all translation workflows
• Translation Memory - Shared across teams for consistency and cost savings
• Glossary Management - Team-specific terminology databases
• Role-Based Access Control - Granular permissions for security and efficiency
• Dedicated Project Managers - Company accounts get personal PM support
• Team Collaboration - Real-time project tracking and communication
• Flexible Billing - Company-level and team-level billing options

Ready to Get Started?

Taia’s Company Management Module is designed to simplify every aspect of translation project management. With customizable features for different team sizes and roles, the platform serves as a comprehensive solution for both freelancers and corporate clients. Sign in today to unlock the full potential of what Taia has to offer.

Log in here

By taking the time to fully understand and leverage the capabilities of Taia’s Company Management Module, you’re setting the stage for smoother projects, more effective communication, and, ultimately, a more successful translation process.

Further Resources

• Need further assistance? Our helpdesk is always available or contact us.
• Book a demo for personalized platform walkthrough.

Frequently Asked Questions

How do I set up a company account on Taia?

Setting up a company account takes 5 minutes and unlocks advanced team features: Step 1: Sign up for Taia - Visit translate.taia.io, Click “Sign Up” or “Register”, Enter your business email and create password, Verify your email address. Step 2: Choose “Company” account type - During signup, select “Company” (vs. “Individual”), This unlocks team management features: Multiple user roles and permissions, Dedicated Project Manager assignment, Team-level Translation Memory and glossaries, Company-wide billing management, Advanced collaboration tools. Step 3: Enter company details - Company name (e.g., “Acme Corporation”), Business address and contact information, Billing details (invoice email, tax information), Payment method (credit card or invoice billing). Step 4: Create your first team - Every company account includes a default team automatically, Name your team (e.g., “Marketing,” “Product,” “Legal”), Set team-specific settings: Language pairs and specializations, Translation Memory preferences, Glossary assignments, Budget and billing allocation. Step 5: Invite team members - Click “Add Team Member” in company settings, Enter team member email addresses, Assign roles: Company Manager (full control over all teams and projects), Team Manager (manage specific team and its projects), Full Member (create and manage own projects), Viewer (read-only access to projects). Send invitations (team members receive email with signup link). Step 6: Configure permissions and settings - Set role-based access controls (who can create projects, approve invoices, etc.), Configure notification preferences (email alerts for project updates), Set up team-specific glossaries and Translation Memory, Enable two-factor authentication for enhanced security. What happens after setup: You get assigned a dedicated Project Manager - PM reaches out within 24 hours to introduce themselves, Schedule kickoff call to understand your translation needs, PM learns your business, brand voice, and requirements, Ongoing point of contact for all projects and support. Your team can start collaborating immediately - Team members access centralized dashboard, Create and manage translation projects, Share Translation Memory across team (automatic cost savings), Collaborate in real-time on projects, Track project status and progress. Company account benefits: Dedicated Project Manager (included, no extra cost), Centralized billing (single invoice for all team projects), Shared resources (Translation Memory, glossaries across teams), Role-based security (control who accesses what), Priority support (faster response times), Volume discounts (better pricing for higher volume). Switching from individual to company account: Already have individual account? Upgrade to company anytime, All your previous projects and Translation Memory transfer automatically, No data loss or migration needed, Simply update account type in settings. Best practices for company setup: Start with one team, expand as needed (departments, projects, regions), Invite key stakeholders first (managers, project leads), Upload existing glossaries and Translation Memory (seed your database), Book a demo if you want guided setup with our team. With Taia’s company account, you get enterprise-grade translation management with the simplicity of a cloud platform. Create your company account today!

What roles and permissions are available in Taia’s team management?

Taia offers granular role-based access control for flexible team management: Company Manager (highest access) Full control over: All teams within company (create, edit, delete teams), All team members (invite, remove, change roles), All projects across all teams (view, edit, manage), Company-wide settings (billing, security, integrations), Translation Memory and glossaries across organization. Can perform: Create and assign teams, Approve invoices and manage billing, Set company-wide policies and workflows, Access all project details and files, Export data and reports. Best for: C-level executives, Translation/localization managers, Operations managers. Team Manager (team-level control) Control over: Specific assigned team(s) only, Team members within their team, Projects created by their team, Team-specific Translation Memory and glossaries. Can perform: Add/remove team members from their team, Create and manage team projects, Assign projects to team members, Review and approve team’s translation work, Manage team budget and billing (if delegated). Cannot: Access other teams’ projects or members, Change company-wide settings, Approve company-level invoices. Best for: Department heads, Product managers, Marketing managers, Regional localization leads. Full Member (project management) Can perform: Create and manage their own translation projects, Upload files and submit projects, Download translated files, Access shared Translation Memory and glossaries, Collaborate with team on assigned projects. Cannot: Manage other team members, Access projects they’re not assigned to, Change team or company settings, Approve invoices or billing. Best for: Content creators, Marketing coordinators, Product managers, Individual contributors. Reviewer (review and feedback) Can perform: View assigned projects and translations, Provide feedback and comments on translations, Suggest revisions or improvements, Download final files for review. Cannot: Edit translations directly, Create new projects, Manage team members, Access billing information. Best for: Quality assurance specialists, Subject matter experts, Stakeholder reviewers, Brand managers. Viewer (read-only access) Can perform: View project status and progress, See project details and timelines, Download final translated files (if permitted), Monitor team activity. Cannot: Create or edit projects, Make changes to translations, Access sensitive billing information, Manage team members. Best for: Executives monitoring progress, External stakeholders, Auditors and compliance officers. Permission customization: Company Managers can customize: Who can create projects (all members vs. managers only), Who can download files (all vs. assigned only), Who can access billing information, Who can export Translation Memory and glossaries, Two-factor authentication requirements. Team-level permissions: Team Managers can further restrict access within their team, Project-specific permissions (assign certain members to confidential projects), Glossary and Translation Memory visibility. Use cases for role structure: Marketing agency (multiple client teams): Company Manager: Agency owner (full access), Team Managers: Account managers (one per client team), Full Members: Content creators and coordinators, Reviewers: Client stakeholders (review-only access). SaaS company (product localization): Company Manager: Head of Localization, Team Managers: Product managers (each product has team), Full Members: Developers and technical writers, Reviewers: QA team and regional managers. Enterprise (multiple departments): Company Manager: Global translation manager, Team Managers: Department heads (Marketing, Legal, HR, Product), Full Members: Department staff creating content, Viewers: C-level executives monitoring spend. Security benefits of role-based access: Data protection: Team members see only projects they’re assigned to (no unauthorized access), Confidential projects restricted to specific roles, Translation Memory segmented by team if needed. Compliance: Audit trails show who accessed what and when, Role restrictions demonstrate data governance, Supports GDPR, HIPAA, and other regulatory requirements. Operational efficiency: Right people have right access (no bottlenecks), Self-service for project creation (no admin overhead), Automated workflows based on roles. Best practices for assigning roles: Start restrictive, expand as needed (easier to grant access later than revoke), Review permissions quarterly (ensure still appropriate as team evolves), Use Team Managers liberally (decentralize control for faster workflows), Limit Company Managers (typically 1-3 people for security). Changing roles: Company Managers can change user roles anytime, Takes effect immediately (no delay), User receives notification of role change, All permissions adjusted automatically. With Taia’s flexible role system, you maintain security and control while empowering your team to collaborate efficiently. Set up your team with the perfect permission structure today!

Can I create multiple teams within my company account?

Yes, Taia supports unlimited teams within a single company account: Why multiple teams matter: Organizational structure: Mirror your company departments (Marketing, Product, Legal, HR), Separate by geography (EMEA team, APAC team, Americas team), Organize by project type (Website localization, Documentation, Customer support), Divide by client (for agencies managing multiple clients). Workflow efficiency: Each team has own dedicated workspace and projects, Team-specific Translation Memory and glossaries, Independent billing and budget tracking, Reduced clutter (members see only relevant projects). Security and privacy: Confidential projects isolated to specific teams, Team members can’t access other teams’ content, Role-based permissions apply per team, Compliance with data segregation requirements. How to create teams: Step 1: Navigate to team management - Log in to your company account, Go to “Company Settings” > “Teams”, Click “Create New Team”. Step 2: Configure team details - Team name (e.g., “Product Localization,” “Marketing EMEA”), Description (optional—helps clarify team purpose), Language pairs (primary languages this team works with). Step 3: Assign team settings - Select Team Manager(s) for this team, Set default Translation Memory (company-wide, team-specific, or new), Assign glossaries (shared or team-specific), Configure billing (charge to company or separate team budget). Step 4: Invite team members - Add members by email, Assign roles (Team Manager, Full Member, Reviewer, Viewer), Set permissions and access levels. Team configuration options: Translation Memory management: Option 1: Shared company-wide TM - All teams leverage same Translation Memory, Maximum cost savings (30-60% on recurring content across all teams), Best for: Companies with consistent messaging across departments. Option 2: Team-specific TM - Each team has own Translation Memory database, Segmented terminology by department or client, Best for: Agencies keeping client TMs separate, companies with very different content types. Option 3: Hybrid (shared + team-specific) - Company-wide base TM plus team additions, Balance between consistency and customization. Glossary management: Shared glossaries - Brand terminology, product names, company-wide terms, All teams use same approved terminology. Team-specific glossaries - Department jargon (legal terms for Legal team, technical terms for Product team), Client-specific terminology (for agencies), Regional variations (EMEA vs. APAC preferred terms). Billing and budget: Company-level billing - All team projects billed to company account, Single consolidated invoice, Company Manager approves all spend. Team-level billing - Each team has own budget allocation, Team Managers approve team’s projects, Separate line items on invoice (cost tracking by department). Mixed billing - Some teams bill centrally, others have dedicated budgets, Flexible configuration per team. Use cases for multiple teams: Example 1: SaaS company - Product Team (translate UI, help docs, release notes), Marketing Team (website, campaigns, content marketing), Legal Team (contracts, T&Cs, privacy policies), Support Team (knowledge base, customer communications). Benefits: Specialized glossaries per team (technical vs. marketing vs. legal terms), Department budgets and cost tracking, Product Team uses AI translation for speed, Legal Team uses professional translation for accuracy. Example 2: Marketing agency - Client A Team, Client B Team, Client C Team, Each team isolated (secure client data separation). Benefits: Client-specific Translation Memory (no cross-contamination), Separate billing (invoice clients directly), Team Managers (account managers) control their client teams. Example 3: Global enterprise - EMEA Team (European languages), APAC Team (Asian languages), Americas Team (Spanish, Portuguese, French Canadian). Benefits: Regional glossaries (localized terminology), Time zone-aligned workflows (each region works in their hours), Regional budget accountability. Team collaboration features: Cross-team collaboration (when needed): Company Managers can grant temporary access across teams, Share Translation Memory or glossaries between teams, Reassign projects from one team to another. Team isolation (default): Team members see only their team’s projects, Cannot access other teams’ files or Translation Memory, Clean interface (no irrelevant clutter). Best practices for team structure: Start simple, scale as needed - Begin with 1-2 teams (e.g., Marketing, Product), Add teams as organization grows, Easier to merge than split teams later. Align with organizational structure - Mirror existing departments for clarity, Team Managers = department heads (familiar hierarchy), Reduces confusion and training time. Balance shared vs. isolated resources - Share company-wide Translation Memory for consistency and savings, Use team-specific glossaries for specialized terminology, Centralize billing unless strong need for department budgets. Regular review and optimization - Quarterly review: Are teams still aligned with needs?, Consolidate underutilized teams, Split teams that have grown too large (>20 members). Team limits and scalability: No limit on number of teams (create as many as needed), No limit on members per team (scales to hundreds), No additional cost for multiple teams (included in company account), Unlimited projects per team (manage any volume). With Taia’s flexible team structure, you can organize translation work exactly how your business operates—whether that’s by department, geography, client, or project type. Set up your teams and start collaborating more efficiently today!

How does billing work for company accounts with multiple teams?

Taia offers flexible billing for company accounts with multiple teams: Billing model options: Option 1: Centralized company billing (default) How it works: All projects from all teams bill to company account, Single consolidated monthly invoice, Company Manager approves all spend, One payment method for entire organization. Invoice breakdown: Itemized by team (see each team’s translation costs), Further breakdown by project within each team, Shows Translation Memory savings per team. Best for: Companies preferring centralized finance management, Simplified accounting (one vendor invoice), C-level oversight of total translation spend. Option 2: Team-level billing How it works: Each team has own budget allocation, Team-specific payment methods (different credit cards or billing details), Team Managers approve their team’s projects, Invoices can be: Separate per team (multiple invoices), OR consolidated with team subtotals (single invoice, multiple sections). Budget controls: Set spending limits per team (e.g., Marketing: $10K/month), Alerts when team approaches budget limit, Team Manager approval required for projects exceeding budget. Best for: Decentralized organizations (departments manage own budgets), Cost allocation by department (chargebacks, profit centers), Agencies billing clients separately. Option 3: Hybrid billing How it works: Some teams bill centrally (e.g., Product, Legal), Other teams have own budgets (e.g., Marketing has dedicated budget), Company Manager configures per team. Flexibility: Core translation needs (product docs) billed centrally, Variable needs (marketing campaigns) controlled by team budget. Best for: Large enterprises with mixed budget models, Companies transitioning to/from centralized billing. Invoice details and transparency: Every invoice includes: Project name and description, Source and target languages, Word count (total, new, TM matches), Pricing breakdown: New words at full rate, 100% TM matches (free or discounted), 75-99% fuzzy matches (discounted), Professional review fees if applicable, Any rush fees or additional services, Total cost with transparent calculation. Cost tracking and reporting: Company Managers see: Total company spend across all teams, Per-team spend breakdown, Month-over-month trends, Translation Memory savings realized (dollars saved from TM leverage). Team Managers see: Their team’s spend only, Project-level cost details, Budget remaining (if team budgets enabled). Export capabilities: Download invoices as PDF or CSV, Export project cost data for accounting systems, API access for automated invoice retrieval (enterprise plans). Payment methods: Credit card - Automatic monthly billing (set it and forget it), Primary and backup cards supported, Notifications before charging (7 days advance notice). Invoice billing (enterprise) - Net 30 or Net 60 terms available, Purchase orders and PO numbers supported, Wire transfer or ACH payment, Credit approval required. Prepaid credits - Buy translation credits in advance (like a retainer), Use credits as needed across teams, Volume discounts on bulk credit purchases. Cost optimization features: Translation Memory automatic savings: Platform calculates TM matches automatically, 100% matches: Free or 10-20% of full rate, 75-99% matches: 30-60% discount, Savings shown before you approve project (transparent cost reduction). Volume discounts: Automatic tiering based on monthly spend: $0-5K/month: Standard rates, $5K-20K/month: 10% discount, $20K-50K/month: 15% discount, $50K+/month: 20%+ discount (custom pricing). Budget alerts: Set spending thresholds per team or company-wide, Email notifications at 75%, 90%, 100% of budget, Prevent surprise overages. Billing workflow: Step 1: Project creation - Team member creates translation project, Platform shows instant quote (word count × rate − TM discounts), Quote requires approval to proceed. Step 2: Project approval - Depending on settings: Team Manager approves (team budget model), Company Manager approves (centralized model), Auto-approve for projects under threshold (e.g., <$500). Step 3: Project completion - Translation completed and delivered, Final cost calculated (matches initial quote unless scope changed), Charge applied to company or team account. Step 4: Monthly invoicing - Invoice generated on first of month (previous month’s projects), Email notification to billing contact(s), 7-day payment window before charge (credit card) or payment due (invoice billing). Step 5: Payment and reconciliation - Automatic charge (credit card) or manual payment (invoice), Payment confirmation email, Invoice marked paid in platform, Downloadable for accounting records. Common billing questions: “Can we split costs between departments?” - Yes: Use team-level billing with separate payment methods, OR use centralized billing and allocate costs via invoice line items. “How do we prevent overspending?” - Set team budgets with spending limits, Require approval for projects over threshold, Monthly spending alerts at 75%, 90%, 100% of budget. “Can we get better pricing?” - Volume discounts automatically apply based on spend, Enterprise plans offer custom pricing for high volume, Annual prepayment options for additional savings. “What if we dispute a charge?” - Contact your dedicated Project Manager immediately, PM reviews project details and translation delivery, Adjustments made if warranted (credit on next invoice). Billing best practices: For centralized billing: Single billing contact (finance team), Company Manager approval workflow for large projects (>$1K), Monthly review of team spending (identify optimization opportunities). For team-level billing: Team Managers review their team’s invoices before payment, Company Manager audits cross-team spend quarterly, Shared Translation Memory to maximize savings across teams. For cost optimization: Upload glossaries and previous Translation Memory (leverage from day one), Consistent content types (builds TM faster = higher savings), Annual planning (volume commitments unlock better pricing). With Taia’s flexible billing, you get transparency, control, and cost optimization—whether you manage one team or 20. Set up your billing to match your organizational structure perfectly!

What’s the benefit of having a dedicated Project Manager for my company account?

Dedicated Project Managers transform translation from transaction to strategic partnership: What is a dedicated Project Manager? Personal point of contact: Single person assigned to your company account (no ticket queues or generic support), Learns your business, brand voice, and localization requirements over time, Proactive communication and relationship management (not just reactive support). Included free: All company accounts get dedicated PM automatically (no extra charge), Individual accounts use self-service platform (upgrade to company to get PM), No minimum volume or spend required. What your PM does for you: 1. Onboarding and setup - Introduction call within 24 hours of signup, Guided platform walkthrough tailored to your needs, Import existing Translation Memory and glossaries, Configure team structure, roles, and workflows, Upload brand guidelines and style guides. 2. Project management - Review project requirements before translation starts, Assign best-suited translators for your content (by language, subject matter, experience), Monitor progress and ensure deadline adherence, Quality check before delivery (extra review layer), Coordinate rush projects and urgent deadlines. 3. Translator matching - Maintains roster of translators matched to your needs (industry expertise, tone, quality), Consistent translator assignment (same translators for your projects = better quality over time), Specialized expertise (legal, medical, technical, marketing), Native speakers of target language with subject matter knowledge. 4. Quality assurance - Reviews translations before delivery (extra quality layer beyond translator QA), Ensures glossaries and Translation Memory applied correctly, Catches issues based on knowledge of your brand, Coordinates revisions if needed (no back-and-forth hassle). 5. Strategic consulting - Proactive cost optimization advice (Translation Memory strategies, volume planning), Localization roadmap planning (which markets, languages, content types to prioritize), Best practices for your industry (ecommerce, SaaS, healthcare, etc.), Technology integration recommendations (API, TMS workflows). 6. Communication and support - Priority access (faster response than standard support), Direct email/phone/chat (no ticket system), Proactive status updates on active projects, Regular check-ins (monthly or quarterly) to review progress and optimize. PM relationship over time: Month 1: Learning - PM studies your brand, content, and requirements, Builds understanding of tone, terminology, and quality expectations, Configures platform settings optimized for your workflow. Months 2-3: Optimizing - Refines translator assignments based on feedback, Builds Translation Memory and glossaries, Suggests workflow improvements and cost savings. Months 4+: Strategic partnership - PM anticipates your needs before you ask, Proactive recommendations (new markets, content types, technologies), Trusted advisor for localization strategy, Measurable ROI (cost savings, quality improvements, time savings). Real-world PM value: Example 1: SaaS company scaling internationally - Challenge: Launching in 5 new countries, need product UI + docs + marketing translated quickly, PM solution: Created localization roadmap prioritizing by market size, Assigned specialized SaaS translators for technical accuracy, Coordinated parallel translation (5 languages simultaneously), Built product-specific glossary for UI consistency, Result: 40% faster time-to-market, consistent brand voice across all languages. Example 2: Ecommerce brand with seasonal campaigns - Challenge: Monthly promotional campaigns, tight deadlines, variable volume, PM solution: Anticipates monthly campaign cycle (proactive capacity planning), Pre-allocates translators before campaign launch, Built campaign Translation Memory (recurring promotional phrases = 60% savings), Coordinates rush delivery when needed, Result: 25% cost savings, zero missed deadlines. Example 3: Healthcare company with regulatory docs - Challenge: Medical device documentation, regulatory compliance critical, PM solution: Assigned certified medical translators (regulatory expertise), Maintains audit trail for compliance documentation, Ensures terminology consistency across all regulatory filings, Coordinates with regulatory team on specific requirements, Result: Faster regulatory approvals, zero compliance issues. Communication and accessibility: How to reach your PM: Direct email (fastest for non-urgent), Phone for urgent issues or detailed discussions, Platform messaging for quick questions, Scheduled calls for project planning and strategy. Response times: Email: Within 4 hours during business hours, Urgent issues: Same-day response (often within 1 hour), Scheduled calls: Within 48 hours. Proactive communication: PM updates you on project milestones without prompting, Alerts you to potential issues before they become problems, Monthly/quarterly business reviews (if desired). Comparison: With vs. without PM | Aspect | With Dedicated PM (Company Account) | Without PM (Individual Account) | |--------|--------------------------------------|----------------------------------| | Onboarding | Guided setup, personalized | Self-service, figure it out yourself | | Support | Direct PM contact, priority access | Email support queue, slower | | Translator matching | PM hand-picks best translators | Automated assignment | | Quality | PM review before delivery | Standard QA only | | Strategy | Proactive optimization advice | You optimize yourself | | Communication | Proactive updates | Check platform for status | | Relationship | Long-term partnership | Transactional | When PM makes biggest difference: High-volume translation needs (ongoing projects, PM coordinates seamlessly), Complex requirements (technical, legal, medical content needs specialized expertise), Multiple stakeholders (PM coordinates between teams, translators, reviewers), Tight deadlines (PM prioritizes and coordinates rush delivery), Quality-critical content (PM’s review layer catches issues before delivery). Best practices for PM relationship: Be transparent about requirements (share brand guidelines, quality expectations upfront), Provide feedback (PM uses it to improve translator selection and quality), Plan ahead when possible (gives PM time to allocate best resources), Use PM for strategic advice (they see patterns across many clients, valuable insights). Cost of dedicated PM: Included free with company account (no additional charge beyond standard translation costs), ROI typically visible within 3 months: Time saved (no managing translators yourself), Cost savings (PM optimizes Translation Memory, volume planning), Quality improvements (better translator matching, PM review layer), Many companies report PM relationship worth more than translation platform itself. With Taia’s dedicated Project Managers, you don’t just get translations—you get a strategic partner invested in your global success. Create a company account to get assigned your personal PM today!