Nextcloud Teams: how to give projects, families and clubs their own shared workspace
Teams lets any Nextcloud user create a group with its own files, calendar, chat and boards. Here is how it works, who can do what, and the settings to check before you invite anyone.
By Andrew Ingleton · Published
If you run Nextcloud for a family, a club or a small business, you have probably shared folders one person at a time. Teams gives you a better way: create a team once, then share files, chat rooms, boards and more with the whole group in a single step. Nextcloud published a how-to on the feature this month, and with Hub 26 Summer the Teams app got its own icon and per-team workspaces (see our Hub 26 Summer overview). This is our own practical walk-through.
The three-step idea
- Create the team and set its policies for sharing and access.
- Share resources with it from the apps you already use.
- Invite members: Nextcloud users, federated users, contacts from your address book, or guests.
Any authorised user can create a team, so an administrator does not have to handle every request.
The settings that matter
- Invitation policy: who can invite people or ask to join, whether invitees must accept, and whether a moderator has to approve new members.
- Visibility: public or private. For anything personal, choose private.
- Membership policy: whether members may also join other teams.
- Password protection: make a password mandatory on files shared with the team, optionally with a team-specific one.
Roles: who can do what
| Role | What they can do |
|---|---|
| Member | Use the resources shared with the team and see who else belongs |
| Moderator | Invite people, confirm invitations and manage members |
| Admin | Everything a moderator can do, plus change team settings |
| Owner | All permissions, and can hand ownership to another member (one owner per team) |
What you can share
Search for the team's name in the Sharing menu of each app. Nextcloud lists Files (documents, folders and media), Collectives pages, Talk rooms, Deck boards and cards, and Calendar. Deck boards and Collectives can be owned by the team rather than by whoever created them, which means the content does not disappear if one person leaves. Nextcloud says team ownership will come to more apps later. Teams also appear in Unified Search and in the Activity app.
For the person running the server
Administrators can set storage quotas for new teams and see every team with its storage use. With Hub 26 Summer, Nextcloud also lists team quota management, admin endpoints, and support for managing teams through external SCIM and OIDC services; some further admin improvements are expected in the next minor release. Keep the server patched first, as covered in Nextcloud October updates.
A sensible starting point
Create one private team per real-world group, such as "Family", "Allotment committee" or "Project X". Make a moderator of the one person who handles invitations, require a password on public links, and share a single folder and a single Talk room before adding anything else. If you later want spreadsheets in the same workspace, see Nextcloud Spreadsheet.
Source: Nextcloud's Teams guide (15 October 2026). Feature descriptions are the vendor's; check which Nextcloud version you run before relying on a specific option.
