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How to Invite a Team Member

What you'll learn

In this guide, you'll learn how to invite team members, assign roles and permissions, manage visibility controls, and handle common issues like member limits and password resets.

Team Members and Permissions

Inviting Team Members

Only users with the Invite Members permission can invite others to a workspace. This may include Owners, Admins, or custom roles with this permission enabled.

Steps to add a member

  1. Go to Workspace Settings.

  1. Click the Members tab.

Members tab in Workspace Settings

  1. Enter the Member's Email Address.

  2. Select the workspace you want to add them to.

Enter member email and select workspace

  1. Choose the level of access:

Access Control

Admin Access

Full access to workspace settings, members, channels, and integrations. Use for owners and ops managers only.

Custom Access

Select specific permissions from General Permissions and Integration Options. Use for SDRs, BDRs, and clients.

If you grant Admin access here, the user will receive full access.

Admin login is going to be like the one that's associated with billing.

If you want to give selective access instead, choose specific permissions from General Permissions and Integration Options.

Understanding Roles & Permissions

Permissions control what a user can see and do inside a workspace.

This is especially important for agencies, where clients and internal teams work together.

Permissions are grouped into three areas:

  1. General Permissions

  2. Integrations

  3. Visibility Controls (what the user can see)

1. General Permissions (What users can do)

These permissions control access to core product features.

Core inbox & messaging

  • Email Channels – View connected email inboxes

  • Reply to messages/emails – Send replies from the inbox

  • LinkedIn Messages – View and reply to LinkedIn conversations

  • Sequences – View or manage outbound sequences

  • Reply Agent – Access AI reply agents

Data & automation

  • Labels – Apply or manage intent labels (Interested, Follow-up, etc.)

  • AI Labeling – Configure AI-based intent classification

  • Workflows – Create automation rules

  • Webhooks – Send events to external tools

  • APIs – Developer access

Admin-level controls

  • Channels – Connect or disconnect inboxes

  • Team Members – Invite or manage users

  • Exclusions – Manage warmup or system exclusions

2. Integrations (What tools they can access)

These permissions control external tools connected to the workspace.

Examples:

  • Slack – Notifications & alerts

  • HubSpot – CRM sync

  • Smartlead.ai / Instantly.ai / EmailBison – Email outbound tools

  • HeyReach / Expandi / Aimfox – LinkedIn outbound tools

  • Leadbird.io – Lead enrichment

  • Google Drive – File access

Best practice: Only grant integration access to users who actually manage or monitor those tools.

3. Visibility Controls (What users can see)

These settings limit visibility without limiting functionality.

  • Display only these channels

  • Display threads with these labels

  • Permitted views

These are recommended defaults - you can customize them as needed.

Admin (Owners/Ops/RevOps)

For agency owners, operations managers, RevOps leads.
✅ All general permissions
✅ All integrations
✅ Invite and manage team members
✅ Connect and disconnect channels
✅ Full visibility across all channels, labels, and views.

Why:

Admins manage setup, integrations, automation, and reporting.

SDR (Inbound/Qualifications)

For inbound reps handling replies and qualification. ✅ Email and LinkedIn replies ✅ Labels (apply only) ✅ Reply Agent (use, not configure) ❌ No integration setup ❌ No channel or team management 🔒 Assigned channels and qualification labels only

Why:

SDRs focus on responding fast and qualifying intent, not system setup.

BDR (Outbound/Follow-Ups)

For outbound reps managing conversations and follow-ups. ✅ Email and LinkedIn replies ✅ Sequences (view) ✅ Labels (Interested, Follow-up, Objection) ❌ No integrations or workflows 🔒 Outbound-related channels only

Why:

BDRs work replies and move conversations forward — no admin access needed.

Clients (Read-only/Limited)

For clients who need visibility without risk of changes. ✅ View conversations ✅ Reply (optional, if approved) ❌ No labels, automations, or integrations ❌ No team or channel management 🔒 Restricted visibility only

Why:

Prevents accidental changes while keeping clients informed.

Choose access level

  1. Click Invite.

If you see a limit error when adding a member, the workspace has reached its member cap. To fix this: log out of your current account → log in as the super admin (billing account) → go to Settings → Workspace → Edit → update the member limit.

Accepting the invitation

  1. Go to the Members section inside the workspace.

  2. Open the Invited Members tab.

  3. Copy the invitation link for the pending user.

Invited Members tab

  1. Open the invitation link in an incognito (private) window.

Open invitation in incognito window

  1. Accept the invite on behalf of the member.

  2. Set up the login credentials and share the email + password securely with the client.

Once accepted, the user will appear under Members and can access the workspace immediately.

How to Reset a Member's Password

When to Reset a Password

You may need to reset a member's password if:

  • A team member forgot their password

  • Access needs to be secured

  • A role or responsibility has changed

Only workspace admins can reset member passwords.

Best Practices

  • Share the new password securely (avoid public channels).

  • Ask the member to change their password after logging in.

  • Reset passwords immediately if access should be restricted.

Steps to Reset a Member's Password

  1. Go to Settings.

  2. Click on Members.

Settings Members section

  1. Select the member account you want to reset the password for.

  2. Click Reset Password.

Reset Password button

  1. Enter the new password.

Enter new password

  1. Save the changes.

    Share the new password securely — avoid public channels like Slack or email threads. Ask the member to update their password after first login. Reset passwords immediately if access needs to be restricted

The password resets immediately. The member can log in using the new credentials right away.

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