What Are Collaborators?
Collaborators are team members who have access to your company. Instead of sharing login credentials, you can invite people to join and assign them specific roles.Why Add Collaborators?
- Teamwork: Multiple people can manage your AI employees
- Security: Each person has their own login
- Control: Assign roles to limit what people can access
- Accountability: Track who made changes
Adding a New Team Member
Step 1: Open Collaborators
- Select your company from the sidebar
- Click Collaborators (under Settings)
- You’ll see a list of current team members
Step 2: Invite Someone
- Click Invite Collaborator (or the + button)
- Enter their email address
- Select a role for them
- Click Send Invite
Step 3: They Accept
- The person receives an email invitation
- They click the link to accept
- If they don’t have an account, they create one
- Once accepted, they appear in your collaborators list
Understanding Roles
Different roles have different permissions:Owner
Complete control over the company:- Access to everything
- Can delete the company
- Can manage all users
- Can configure all settings
Admin
Full access to features and users:- Manage AI employees
- Access all features
- Invite and remove collaborators
- Change company settings
Member
Standard access for day-to-day work:- Use AI employees
- Create and manage content
- View dashboards
- Access most features
Want to give someone a narrower view? Keep them as a Member and use Manage Features (below) to turn off the features they don’t need.
Managing Existing Collaborators
Viewing Your Team
- Go to Collaborators
- See all team members with their:
- Name and email
- Role
- Departments (if configured)
- Status (active, pending)
Changing Someone’s Role
- Find the person in the list
- Click the three-dot menu (⋮)
- Select Change Role
- Choose the new role
- Confirm
Managing Feature Access
Control which features each user can access:- Find the person in the list
- Click Manage Features
- Enable or disable specific features:
- Chat
- Knowledge Base
- Sequences
- Smart Lists
- Content Engine
- Images, Audio, Video
- Integrations
- Save changes
Removing a Collaborator
- Find the person in the list
- Click the three-dot menu (⋮)
- Select Remove
- Confirm the removal
Organizing with Departments
Group users by department for better organization.Creating Departments
- Click Departments button
- Click Add Department
- Enter department name
- Save
Assigning Users to Departments
- Find the user
- Click Manage Departments
- Select their department(s)
- Save
Why Use Departments?
- Organize large teams
- Restrict content by department
- Track usage by group
- Simplify reporting
Pending Invitations
When you invite someone, they appear as “Pending” until they accept.Checking Invitation Status
Look for the status indicator:- Pending: Waiting for them to accept
- Active: They’ve accepted and have access
Resending an Invitation
If someone didn’t receive or lost the email:- Find them in the list
- Click the three-dot menu (⋮)
- Select Resend Invite
Canceling an Invitation
Changed your mind? Cancel before they accept:- Find the pending invitation
- Click the three-dot menu (⋮)
- Select Remove — this cancels the pending invite
Single Sign-On (SSO)
For enterprise teams, set up SSO for easier login management.Supported Providers
- Okta
- Azure Active Directory
- Google Workspace
- OneLogin
- Any SAML 2.0 provider
Setting Up SSO
- Click SSO Settings
- Follow the setup wizard
- Choose your identity provider
- Configure SAML settings
- Exchange metadata with your provider
- Test the connection
- Enable for users
Best Practices for Team Management
1. Use the Right Role
Don’t give everyone Admin access. Match roles to responsibilities:- Only company owners need Owner access
- Managers work well as Admins
- Most team members work fine as Members
- For limited access, keep someone a Member and turn off features they don’t need
2. Review Access Regularly
Check your collaborators list periodically:- Remove people who left the team
- Update roles if responsibilities changed
- Clean up old pending invitations
3. Use Feature Access for Fine-Tuning
If someone needs a role but not all features:- Assign their base role
- Disable features they don’t need
- This provides better security
4. Document Who Does What
For larger teams, keep notes on:- Who manages which AI employees
- Who creates content
- Who handles integrations
Subscription and Seats
Your subscription determines how many collaborators you can have.Checking Your Limits
- Go to your Profile
- View your subscription details
- See how many seats you have vs. how many are used
Adding More Seats
If you need more team members than your plan allows:- Go to your Profile
- Click Manage Subscription
- Upgrade your plan or add seats
Troubleshooting
”Invitation not received”
- Check their spam/junk folder
- Verify the email address is correct
- Try resending the invitation
- Have them check if they already have an account
”Can’t accept invitation”
- The invitation might have expired (resend it)
- They might already be a collaborator
- They need to create an account first
”Can’t remove a collaborator”
- You need Admin or Owner role to remove others
- You cannot remove yourself if you’re the owner
- There must be at least one owner
”Access denied” for a collaborator
- Check their role has the right permissions
- Verify their feature access settings
- Make sure they’re looking at the correct company
- Confirm their account is active