Invite and manage members

What it is

Inviting a member lets somebody else work inside your workspace using their own login. They get an email, they accept it, and from then on they appear on your Members page with a role that decides what they can touch and a chatbot access setting that decides which chatbots they can see.

This is the complete guide to that lifecycle: sending the invitation, choosing the role, limiting which chatbots they can reach, chasing an invitation that has not been accepted, changing someone's access later, and removing them at the end.

The alternative — handing over your email and password — gives away your subscription, your payment method, your developer keys, and the ability to delete everything, with no record of who did what. An invitation gives away none of that and can be withdrawn in two clicks.

When you would use it

• A colleague will be uploading knowledge or answering conversations.
• A contractor needs access to one chatbot for six weeks and nothing else.
• You run an agency and a specialist needs to configure channels on a client project.
• Someone has left and their access needs to end today.

Where to find it

Open Dashboard → Settings → Members.

You need to be the account owner, or a member whose role includes managing members. If the page says you do not have access, you are neither — or you are currently acting inside somebody else's workspace rather than your own.

Steps

1. Open Dashboard → Settings → Members in the workspace you actually mean. Check the sidebar first: an Acting in {account} line means you are somewhere else.
2. Read the Team seats meter at the top. It shows used against included. If it is full, nothing below will work until you free a seat or upgrade.
3. Select Invite member. A drawer opens.
4. Enter their email address. This must be the address they will sign in with — the invitation is bound to it.
5. Pick a role: Admin, Editor, Viewer, or Custom. The drawer shows a one-line description of each. Roles and permissions explains them properly.
6. Set Chatbot access: All chatbots, or Selected chatbots and tick the ones they need.
7. Select Send invitation. The row appears immediately under Pending invitations.
8. They open the email, sign in or register with that address, and accept. They can also accept from their own Accounts page, where the invitation is waiting.
9. If they already have a workspace of their own, tell them to open Accounts and switch into yours. Otherwise they will look at their own empty dashboard and assume the invitation failed. This is the single most common support question about teams.

What you will see

The Members page has four sections:

• Team seats — a meter of used against included, with the reminder that seats count the owner, every member, and every pending invitation.
• Members — everyone who has accepted, with their role, chatbot access, and join date. Each row has Edit access and Remove member.
• Pending invitations — everyone invited but not yet joined, with the inviter, the email, and an expiry date. Each row has Re-send invitation and Revoke invitation.
• The Invite member drawer, which is the same drawer used for Edit access on an existing member.

Settings → Billing and Settings → Developer never appear for a member, whatever role you give them.

Choosing a role

Give the least access that still lets the person do their job. Widening a role later is one click; explaining a deleted chatbot is not.

Person	Sensible starting point
Business partner, co-founder	Admin
Copywriter, knowledge maintainer	Editor
Support teammate reading conversations	Editor, or Custom without chatbot deletion
Manager who only wants numbers	Viewer
Contractor on one project	Custom, limited to selected chatbots

Full detail on what each role grants is in Roles and permissions.

Limiting someone to specific chatbots

Chatbot access is a second, independent dial. The role says what kind of thing someone can do; chatbot access says which chatbots they can do it to.

Set it to Selected chatbots and tick the relevant ones, and the member sees only those. Every other chatbot in the workspace is invisible to them — not greyed out, absent.

Two behaviours are worth knowing:

• If you create a new chatbot later, a Selected chatbots member will not get it automatically. Edit their access and tick the new one.
• If a chatbot in their list is deleted before they accept the invitation, it quietly drops out of their access when they join. Nothing errors.

Seats: what counts, and when

A seat is consumed by the owner, by every member who has accepted, and by every invitation still pending. That last one surprises people: an invitation you sent and forgot about is holding a seat exactly as if the person had joined.

If you are at the cap, the fastest fix is usually to revoke pending invitations nobody is going to accept. See Seats and billing for teams for the whole picture.

Chasing an invitation

Re-send invitation issues a fresh link and resets the expiry. The old link stops working immediately — so if the person finds the first email later, it will not let them in and they should use the newest one.

You cannot re-send the same invitation twice in quick succession; wait about a minute between attempts. That is an anti-spam guard on the recipient's inbox, not an error on your side.

Invitations expire on their own after roughly a week. The Expires column on the pending list gives you the exact date. An expired invitation cannot be revived — send a new one, which will still occupy the same seat.

There is also a ceiling of 20 invitations pending at one time in a single workspace, independent of your plan. If you hit it, you have almost certainly got stale invitations to clean up.

Changing someone's access later

Open the member's row and choose Edit access. The same drawer opens, this time pre-filled. Change the role, adjust the custom permissions, or change which chatbots they can reach, then Save changes.

The change takes effect on their next action. They do not have to sign out and back in, though a page they already had open may need a refresh.

Two rules constrain who may edit whom:

• Only the owner can promote an existing member up to Admin. An admin editing a teammate cannot move them into the Admin role.
• An admin cannot edit or remove another admin. Two admins are peers; only the owner sits above them.

Removing someone

Open their row and choose Remove member, then confirm. Access ends at once and their seat is freed. Their own login is untouched, along with any workspace they own themselves.

To cancel an invitation that was never accepted, use Revoke invitation on the pending row instead. Revoking is the same idea applied to somebody who never arrived, and it frees the seat just the same.

The full detail, including how a member leaves of their own accord, is in Leave or remove a member.

Limits and plan notes

• Seats come from your plan and are shared by members and pending invitations alike. Check Settings → Members for your usage and Pricing or Settings → Billing for what each plan includes.
• A plan that includes only the owner's seat leaves no room to invite anybody. That is why a brand-new workspace can show the invite drawer with a No team seats left notice instead of a form.
• Inviting somebody who already owns their own workspace changes nothing about their workspace. They keep it, and they switch between the two.
• You cannot invite yourself, and you cannot invite an address that is already a member of this workspace.
• Team features can be switched off entirely on a private installation, in which case there is no Members page at all.

Common problems

There is no Invite member button, or it does nothing.

One of four things: you are not the owner and your role does not include managing members; you are acting inside somebody else's workspace; your seats are full; or team features are turned off for this installation.

"No team seats left."

Revoke a pending invitation, remove a member who no longer needs access, or ask the owner to upgrade from Settings → Billing. Creating a second workspace to dodge the cap does not help — it is a separate workspace with separate chatbots and its own bill.

They accepted but their Chatbots list is empty.

They are still in their own workspace. Ask them to open Accounts and switch into yours. See Team member cannot see chatbots.

The invitation email never arrived.

Check their spam folder, confirm the address you typed, then Re-send invitation. If it still does not appear, they can accept from their own Accounts page instead — pending invitations show up there without needing the email at all.

They clicked the link and got "this invitation is not for you".

They are signed in with a different email address than the one you invited. An invitation is bound to the exact address, and forwarding the link to a colleague will not work. Either they sign in with the invited address, or you revoke and invite the address they actually use.

They accepted but say they cannot open Billing.

Correct, and not fixable with a bigger role. Billing belongs to the owner alone.

Can I invite somebody as a co-owner?

No. Admin is as close as it gets: everything a member can be given, minus billing and account deletion. See What is an account?.

Should I just share my login to save a seat?

No — and the money is the least of it. You would be handing over your payment method, your developer keys, and the ability to delete the whole workspace, with every action recorded as you. Withdrawing access would then mean changing your own password and re-doing your two-factor setup.