Team and invitations
Inviting people to a portfolio, changing roles, picking account access and removing members. What the five roles can do, and the team allowance.
Last updated: September 30, 2026
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Inviting people to a portfolio, changing roles, picking account access and removing members. What the five roles can do, and the team allowance.
Last updated: September 30, 2026
If you can't keep up with the messages alone, the answer is not sharing your password: you give your team their own accounts. Portfolio settings › Team is where you manage who gets into the portfolio, what they can do and which accounts they can reach. This guide covers the three sections, the five roles and the account access choice.
⚠️ The portfolio owner and its admins can open this screen. Both can invite and change roles, but only the owner can remove a member. Ownership cannot be transferred and cannot be granted by invitation.
The team belongs to the portfolio, not to an account. Someone you add to a portfolio works with the same role across the accounts they can reach. That removes the "a separate user per account" headache: you invite once and pick access per account.
The screen has three collapsible sections: Invite member, Members and Pending invitations. Only one is open at a time; whichever you are using opens.
To the right of the page title, your team allowance is shown:
The count includes the owner and counts pending invitations too. So in a five-seat portfolio, the owner plus three members plus one pending invitation fills the limit.
When the limit is full, an amber notice appears in the Invite member section. If you are the portfolio owner, an Upgrade plan button sits next to it; as an admin you don't see the button (the plan lives on the owner's user account).
A role decides what a person can touch in the panel. There are five:
Owner — does everything. Renames the portfolio, deletes it, moves accounts, deletes accounts, removes members. Each portfolio has exactly one owner, and the role is never granted by invitation.
Admin — does nearly everything an owner does: connects and disconnects accounts, changes settings, builds and publishes automations, manages contacts, invites people and changes roles, views logs. What they cannot do: rename the portfolio, delete it, move or delete accounts, remove members.
Editor — builds and publishes flows. Replies to conversations, edits contacts, uploads and deletes media, views reports, reads settings (doesn't change them). Cannot reach team or connection settings.
Agent — replies to conversations. Edits contacts, views automations (doesn't change them), uploads media. Of the settings screens, only saved replies.
Viewer — reads only. Sees conversations, contacts, automations, reports and settings; changes none of them.
The roles you can pick when inviting: Admin, Editor, Agent, Viewer.
💡 There is a further setting alongside the role: which conversations, which contacts and which sections a role sees is decided by the portfolio's access policy. See Conversation assignment rules.
An "Invitation sent." notice appears and the person drops into the Pending invitations list. The invitation e-mail goes to that address; when they follow the link and create an account they join the team.
The role says what a person can do; account access says where they can do it. There are two options:
⚠️ Owners and admins always reach every account. There is no account access choice for them; their row carries that as a note instead. Per-account access only means something for editors, agents and viewers.
A concrete example: a business with two brands runs each on its own Instagram account. When inviting the second brand's agent, it picks Selected accounts and ticks only the second brand's account. That person never sees the first brand's inbox.
The Members section shows the portfolio's current team. Each row has four columns:
Person — avatar, name and e-mail. On your own row a You badge sits next to the name.
Role — a dropdown if you can change it, otherwise a badge. The dropdown saves on its own: the moment you pick a role it is saved, with no separate Save button. A brief "Saving…" label shows while it does, then a notice appears.
Accounts — the access summary, as a badge such as "All accounts" or "2 accounts".
Actions — the row's buttons.
Three kinds of rows are read-only:
Click Edit access on a row and a new section opens below the list: Account access. Its heading names whose access you are editing (their name and e-mail).
There you make the All accounts / Selected accounts choice and press Save. The Cancel button returns you to the member list and keeps the page you were on.
The Remove button is visible to the owner only. Press it and the panel asks for confirmation: "Remove … from the team? Conversations assigned to them will become unassigned."
The second half of that sentence matters: conversations assigned to the person you remove are not deleted, they become unassigned. You see them in the inbox and redistribute them. If the assignment rule is on, it works for newly arriving messages.
The third section lists invitations not yet accepted. It carries the same columns as the member list; only the first heading is E-mail (since the invitee has no account yet, the avatar initial comes from the address).
Each row also shows the invitation's expiry date. Once it passes, the invitation is void and you have to invite again.
The Cancel button removes the invitation. An invitation counts towards the team allowance, so cancelling frees a seat.
With no pending invitations, the section reads "No pending invitations."
Members and pending invitations paginate separately. Change one list's page and that section opens; the other's page is preserved.
Trying to grant the owner role by invitation. Owner is not in the invite list; each portfolio has exactly one.
Inviting an admin and looking for the account access choice. Admins always reach every account; the choice isn't shown for them.
Trying to change your own role. Your own row is read-only.
Assuming a removed member's conversations vanish. They don't; they become unassigned.
Hitting the team limit without counting pending invitations. Pending invitations count too; cancelling an unused one frees a seat.
Looking for "Save" after changing a role. The role dropdown saves on its own.
To fine-tune what a role sees, see Conversation assignment rules; for team members' own availability hours see Profile; for a record of the changes made see Logs.
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