Invite your team and assign roles
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Invite your team and assign roles
Not verified live: this guide has not been followed end to end against the live provider.
You invite a person by email, choose what they may do, and they set their own password from a link.
Who: an owner or an admin. Permission: org.members.manage. Only the owner and admin roles hold it.
Before you start
- Know the person’s email address. You cannot change it after you send the invitation.
- Pick a role. Owners, admins and members each use one seat. Viewers are read-only and do not use a seat.
- Check that a seat is free if the person will be an owner, admin or member. Your trial or subscription sets the seats.
- Decide which workspaces and teams the person works in, if you have more than one.
Steps
- To open the member list, open the account menu, select Organisation, then the Members tab. You see a table with Name, Email, Role, Status, Created and Actions.
- Select + Invite. The Invite a person dialog opens. It reads “They receive an email with a link to choose their password.”
- Read the seat line in the dialog. On a self-serve organisation it says how many seats are in use. If every seat is taken, it adds: Every seat is in use: an owner, admin or member needs another seat. Viewers are free.
- Fill in Email and Name. Title is optional.
- In Role, choose Owner, Admin, Member or Viewer. Roles you may not assign are greyed out. An admin cannot choose Owner, and the dialog says Only an owner can make someone an owner or change an owner’s role.
- For a member or viewer, check the Workspaces the person can see. If you change nothing, the person starts in the default workspace. Owners and admins see every workspace, and the dialog says so.
- Under Teams, check the teams the person joins. The person also sees the workspaces those teams are assigned to. If you don’t see Teams, your role does not hold
org.teams.manage, and the invitation adds no team. - Select Send invitation. The person appears in the table with the badge Password not set yet until they choose a password.
- If the dialog Set-password link opens, the email could not be delivered. Select Copy and send the link to the person yourself. The dialog warns This link will not be shown again.
If you don’t see the Members tab or + Invite, your role does not hold org.members.manage. If Organisation is missing from the account menu, your role opens no organisation tab at all.
What the person receives
The person gets an email with a single-use link to set their own password. The email never contains a password. The link works once and expires after 72 hours.
If the link expires, open the person’s Actions, select Resend onboarding email, then Send. The console warns that the current password stops working and earlier links stop working.
What each role can do
- Owner: everything an admin can do, plus buying seats and conversations, and making someone an owner. An organisation always keeps at least one owner.
- Admin: manages members, teams, workspaces, channels, knowledge, labels, templates and settings, and reads billing. An admin cannot buy seats or assign owners.
- Member: works the inbox: reads, replies, adds notes, assigns and closes conversations. A member also edits and imports customers, works with bookings, reads orders and the knowledge base, votes on what Lucía learned and reads analytics.
- Viewer: reads the inbox, customers, orders, bookings, knowledge base and analytics, and changes nothing. A viewer takes no seat.
The Roles tab shows the full list of permissions per role. It is read-only.
Change a role or remove access
To change a role, open the person’s Actions, select Edit, choose a Role, then select Save. Promoting a viewer to member, admin or owner takes a seat.
To stop a person signing in, select Deactivate, then Yes, deactivate. The person can no longer sign in, and their conversation history stays. To restore access, select Reactivate, then Yes, reactivate. A deactivated person frees a seat, and reactivating takes one back.
To close every session a person has open, select Sign out everywhere, then Yes, sign out.
When every seat is in use
An invitation, a reactivation or a promotion to a seat role is refused when no seat is free. The console opens the dialog All seats are in use and says how many seats you have.
- An owner sees Contact us to add seats.
- Anyone else sees Ask your organisation’s owner to add seats.
To free a seat, deactivate someone. An owner can also buy seats under the account menu > Organisation > Billing. An organisation on a contract adds people without this limit. If an organisation ends up with more active people than seats, only owners can sign in. See Seat lock: only owners can sign in.
Result
The person appears in the Members table with their Role and a Status of Active. After they follow the email link and choose a password, the badge Password not set yet disappears and they can sign in.
Limits
- You cannot change a person’s email after you send the invitation.
- Yedran never sends a password by email.
- A viewer cannot reply to customers or change anything.
- Each paid seat covers one owner, admin or member. The trial’s limits are in The 30-day trial and what happens when it ends.
- Only an owner can reset an owner or change an owner’s role.