Workspace and team
Team and roles
Invite teammates to your organisation, choose what each person can do, and remove people who no longer need access.
Your team is everyone who can see the inbox and answer customers. You manage it from Settings → Team, where you can invite people, change roles and remove members. How many people you can have depends on your plan's seats.
How teams work
A team belongs to your organisation, and everyone in it has access to every workspace in that organisation. When someone joins, they're added to all of your workspaces at once.
Each account belongs to one organisation only. If someone already runs their own OrbitBase organisation, you can't invite that address. The invite is skipped with the reason Belongs to another organisation. (Someone who signed in once but never set anything up can still be invited. Accepting replaces their empty account.)
Roles
There are three roles:
| Role | Who it's for |
|---|---|
| Owner | The person who created the organisation. There's one owner, and their role can't be changed. |
| Admin | People who set up and run the workspace: channels, actions, settings, the team and billing. |
| Member | People who work the inbox, leads and cases day to day. |
What owners and admins can do
Owners and admins can do everything members can, plus:
- Invite, remove and change the roles of teammates
- Connect and disconnect channels and integrations
- Create, edit and delete actions
- Change the agent's AI settings, security settings and case settings
- Rename the workspace
- Delete knowledge sources
- Delete cases
- Choose or change the plan and open the billing portal
- Receive workspace and billing alert emails
Only the owner can delete a workspace, export the organisation's data, or delete the whole account. See Workspace settings and Security and data.
What members can do
Members can work every conversation in the inbox, and manage leads and cases. They can also add and train knowledge sources. On settings pages they can't change, they see the current values and a note saying only owners and admins can edit them.
Invite teammates
Only owners and admins can invite people, and your organisation needs an active plan.
Open the Team page
Go to Settings → Team. The Seats panel shows how many of your plan's seats are used.
Add email addresses
Under Invite teammates, enter an email address. Click Add another for more people. You can invite up to 20 people at a time.
Create the invites
Click Create invites. Each person gets an invitation email, and appears under Pending invites.
Share the link if needed
If an email doesn't arrive, click Copy invite link next to that person and send it to them yourself.
Everyone you invite joins as a Member. To make someone an admin, change their role after they join.
An invite link on its own doesn't let anyone in. The person has to sign in as the exact address you invited. A forwarded link is useless to anyone else.
Seats and pending invites
Every pending invite holds a seat until it's accepted or revoked. If you invite more people than you have seats for, OrbitBase invites as many as fit and skips the rest with No seats left on your plan. When every seat is taken, you'll see an Upgrade plan button. See Plans and limits for the seats on each plan.
Manage pending invites
Each pending invite shows when it expires. Invites are valid for 7 days. For each one you can:
- Copy invite link to send it again
- Get a new link, which replaces the old link (the old one stops working) and gives it a fresh expiry
- Revoke invite, which stops the link working straight away and frees the seat
Accept an invitation
When you're invited, you get an email with a link to Join the organisation.
Open the link
Click the link in your invitation email.
Confirm your address
If you're not signed in, click Email me a sign-in link. Open the link we send to the invited address.
Join the team
Click Accept invitation. You land in the organisation's workspace.
If you're signed in with a different email, you'll see This invitation is for someone else. Click Sign out, then open the invite link again as the invited address.
If you see This invitation isn't valid, it was revoked, already used or has expired. Ask whoever invited you for a fresh link.
Change a role
In the members list, use the Role menu next to a person to switch them between Admin and Member. You can't change your own role, and nobody can change the owner's role.
Remove teammates
Select people
In the members list, tick the people you want to remove.
Remove them
Click the remove button (for example Remove 2 people), then click Remove to confirm.
Removed people lose access to the organisation and every workspace in it straight away. Their work stays: conversations, leads and sources are untouched. Any conversations and leads assigned to them become unassigned, so they don't sit in nobody's queue. You can invite them back later.
You can't remove yourself or the owner.