Manage Team Members
Invite team members, assign roles, control permissions, and manage your Chatsby workspace collaboratively with detailed role-based access control.
Team Management
Chatsby is built for teams. Whether you are a solo founder inviting your first support hire or an enterprise with dozens of stakeholders across departments, the team management system gives you precise control over who can access what in your workspace.
Understanding Workspaces
A workspace is the top-level organizational unit in Chatsby. Everything lives inside a workspace: agents, contacts, sources, integrations, billing, and team members.
Key concepts:
- One workspace per organization. Each company or team typically has one workspace that contains all of their agents.
- Agents belong to workspaces, not individuals. When a team member creates an agent, it is owned by the workspace, not the person who created it. If that person leaves, the agent remains.
- Billing is per workspace. Your subscription plan, usage limits, and payment method are tied to the workspace, not to individual accounts.
- Each user can belong to multiple workspaces. A consultant or agency might be a member of several client workspaces, each with a different role.
Inviting Team Members
Open Team Settings
From your dashboard, navigate to Settings in the left sidebar, then click Team. This page shows all current members, pending invitations, and your workspace's team size relative to your plan limit.
Click Invite Member
Click the Invite Member button in the top-right corner. A dialog appears with the following fields:
- Email address (required) — The invitee's email. They must use this email to accept the invitation. If they do not have a Chatsby account, one will be created during the acceptance flow.
- Role (required) — Select the role you want to assign. See the Roles and Permissions section below for details.
- Personal message (optional) — Add a note that will be included in the invitation email (e.g., "Welcome to the team! You'll primarily be managing the support agent.").
Send the Invitation
Click Send Invitation. Chatsby sends an email to the invitee with a link to accept. The invitation appears in your Team page with a Pending status.
Invitee Accepts
The invitee receives an email with a branded invitation from your workspace. They click the link and are directed to:
- Existing Chatsby users: A confirmation page where they accept and are immediately added to your workspace.
- New users: An account creation flow (name, password) followed by automatic addition to your workspace.
Once accepted, the invitation status changes to Active and the member appears in your team list.
Invitation Details
| Setting | Details |
|---|---|
| Invitation expiry | 7 days from the date sent. After expiry, the link no longer works. |
| Resending | Click the Resend button next to any pending invitation to send a fresh email with a new 7-day expiry. |
| Revoking | Click the Revoke button to cancel a pending invitation before it is accepted. |
| Duplicate invitations | If you invite an email that already has a pending invitation, the existing invitation is replaced with a new one. |
| Existing members | If you invite an email that belongs to a current workspace member, the invitation is rejected with a notice. |
Roles and Permissions
Chatsby uses a four-tier role system. Each role is a superset of the one below it, following the principle of progressive access.
Permissions Matrix
| Permission | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| View agents and conversations | Yes | Yes | Yes | Yes |
| View analytics dashboards | Yes | Yes | Yes | Yes |
| View contacts | Yes | Yes | Yes | Yes |
| Use the Playground | Yes | Yes | Yes | Yes |
| Create and edit agents | Yes | Yes | Yes | -- |
| Manage sources (add, edit, delete) | Yes | Yes | Yes | -- |
| Create and edit actions | Yes | Yes | Yes | -- |
| Export contacts | Yes | Yes | Yes | -- |
| Deploy agents (widget, API, integrations) | Yes | Yes | Yes | -- |
| Invite team members | Yes | Yes | -- | -- |
| Remove team members | Yes | Yes | -- | -- |
| Change member roles | Yes | Yes | -- | -- |
| Manage integrations (connect, disconnect) | Yes | Yes | -- | -- |
| Access workspace settings | Yes | Yes | -- | -- |
| View and manage billing | Yes | -- | -- | -- |
| Upgrade or downgrade plan | Yes | -- | -- | -- |
| Transfer ownership | Yes | -- | -- | -- |
| Delete workspace | Yes | -- | -- | -- |
Role Descriptions
Owner
The Owner has unrestricted access to every feature in the workspace, including billing, plan management, and the ability to delete the workspace entirely. There is exactly one Owner per workspace at all times.
- Can do everything an Admin can do, plus manage billing, transfer ownership, and delete the workspace.
- Cannot be removed by anyone (must transfer ownership first).
- Is the default role for the person who created the workspace.
Admin
Admins have full operational control over the workspace. They can manage agents, team members, integrations, and settings — everything except billing and ownership.
- Best suited for: team leads, operations managers, senior support staff.
- Can invite and remove Members and Viewers, but cannot remove other Admins or the Owner.
- Can change roles for Members and Viewers, but cannot promote someone to Admin (only the Owner can).
Member
Members are the standard working role. They can create and manage agents, sources, actions, and contacts, but cannot manage team membership or workspace-level settings.
- Best suited for: support agents, content managers, marketing team members who configure agents.
- Can see the full team list but cannot invite, remove, or change roles.
- Can deploy agents to production channels.
Viewer
Viewers have read-only access. They can see agents, conversations, analytics, and contacts, but cannot create or modify anything.
- Best suited for: executives who want visibility, external stakeholders, auditors, QA reviewers.
- Can use the Playground to test agents (this does not affect production).
- Cannot export data, deploy agents, or modify any configuration.
When to Use Which Role
| Team Structure | Recommended Roles |
|---|---|
| Solo founder | Owner only. Add Members when you hire. |
| Small team (2-5) | Owner + 1-2 Admins + Members for everyone else. |
| Growth team (5-20) | Owner (CEO/CTO) + Admins (team leads) + Members (operators) + Viewers (executives). |
| Enterprise (20+) | Owner (IT admin) + Admins (department leads) + Members (team members) + Viewers (stakeholders, compliance). |
| Agency managing clients | Be a Member or Admin in each client workspace. Never Owner unless you own the account. |
Managing Existing Members
From the Settings > Team page, you can manage your current team members.
Changing Roles
- Find the member in the team list.
- Click the role dropdown next to their name.
- Select the new role.
- Confirm the change.
Role changes take effect immediately. The member does not need to log out or refresh — their permissions update on the next page load or API call.
Restrictions:
- Only the Owner can promote members to Admin.
- Admins can change Members to Viewers and vice versa, but cannot change other Admins.
- You cannot change your own role (to prevent accidental lockouts).
Removing Members
- Find the member in the team list.
- Click the Remove button (trash icon).
- Confirm the removal.
The removed member immediately loses access to the workspace. Any agents, sources, or actions they created remain in the workspace. Their conversation data and audit trail are preserved.
Removing a member does not delete their Chatsby account. They retain access to any other workspaces they belong to. If they are re-invited to your workspace in the future, they will need to accept a new invitation.
Deactivating Members
If you want to temporarily revoke access without removing the member (preserving their role assignment for easy reactivation), you can deactivate them:
- Click the member's name to open their detail panel.
- Toggle Active to Inactive.
- The member cannot access the workspace until reactivated.
This is useful for contractors, seasonal employees, or team members on leave.
Transferring Ownership
Ownership transfer is the process of moving the Owner role from one person to another. This is a significant and irreversible operation.
Ensure the New Owner Is a Member
The person you want to transfer ownership to must already be an active member of your workspace. If they are not, invite them first and wait for them to accept.
Navigate to Transfer Settings
Go to Settings > Team > Transfer Ownership. This option is only visible to the current Owner.
Select the New Owner
Choose the team member from the dropdown. Only active members with the Admin role are eligible for ownership transfer.
Confirm the Transfer
Enter your password to confirm. Chatsby sends a confirmation email to both parties. The transfer takes effect immediately.
After transfer:
- The new Owner has full access, including billing.
- You are automatically downgraded to the Admin role.
- This action is irreversible. You cannot undo it without the new Owner transferring back.
If you are leaving the organization entirely, transfer ownership before your account is deactivated. If the Owner's account becomes inaccessible, contact Chatsby Support with proof of organization ownership for emergency transfer.
Audit Log
The audit log tracks significant actions performed by team members in your workspace. Access it from Settings > Audit Log.
Tracked events include:
| Event | Details Logged |
|---|---|
| Member invited | Who invited whom, role assigned, timestamp |
| Member removed | Who removed whom, timestamp |
| Role changed | Who changed whose role, from/to, timestamp |
| Agent created/deleted | Who created or deleted which agent, timestamp |
| Action created/modified | Who changed which action, timestamp |
| Source added/removed | Who added or removed which source, timestamp |
| Integration connected/disconnected | Who connected which integration, timestamp |
| Billing changed | Who upgraded or downgraded the plan, timestamp |
| Ownership transferred | From whom to whom, timestamp |
The audit log is available on Business and Enterprise plans. Pro plans have access to the last 30 days of audit history. Free plans do not have audit log access.
SSO and Enterprise Features
For organizations that require centralized identity management, Chatsby supports enterprise authentication features:
| Feature | Availability |
|---|---|
| SAML 2.0 SSO | Enterprise plan |
| SCIM provisioning | Enterprise plan (auto-sync team members from your identity provider) |
| Enforced SSO | Enterprise plan (require all members to authenticate via SSO) |
| Custom session duration | Enterprise plan (configure session timeout) |
| IP allowlisting | Enterprise plan (restrict workspace access to specific IP ranges) |
| Domain verification | Business and Enterprise plans (verify your email domain for streamlined invitations) |
Contact [email protected] to learn more about enterprise features and pricing.
Team Size Limits by Plan
| Plan | Maximum Team Members |
|---|---|
| Free | 1 (Owner only) |
| Pro | 5 |
| Business | 20 |
| Enterprise | Unlimited |
If you attempt to invite a member beyond your plan limit, you will see a prompt to upgrade. Existing members are never removed when downgrading — you simply cannot add new ones until you are within the new plan's limit.
Best Practices for Team Organization
- Start with least privilege. Assign the Viewer role by default and upgrade as responsibilities expand. It is always easier to grant more access than to revoke it.
- Limit the number of Admins. Two to three Admins is sufficient for most teams. Too many Admins can lead to conflicting configuration changes.
- Review team membership quarterly. Remove members who no longer need access. Inactive accounts are a security risk.
- Use descriptive invitation messages. Help new team members understand their role and what they should focus on from day one.
- Transfer ownership proactively. If the Owner is leaving the organization, transfer ownership before their departure — not after.
- Enable SSO when available. Centralized authentication reduces the risk of credential compromise and simplifies offboarding.
Next Steps
- Usage & Limits — Understand your workspace's resource consumption and plan limits.
- Security FAQ — Learn about Chatsby's security practices and data handling.
- Billing FAQ — Common questions about plans, payments, and upgrades.
On this page
- Understanding Workspaces
- Inviting Team Members
- Invitation Details
- Roles and Permissions
- Permissions Matrix
- Role Descriptions
- When to Use Which Role
- Managing Existing Members
- Changing Roles
- Removing Members
- Deactivating Members
- Transferring Ownership
- Audit Log
- SSO and Enterprise Features
- Team Size Limits by Plan
- Best Practices for Team Organization
- Next Steps