# Team Management

> Learn how to invite team members, assign roles, and manage permissions in your Waflow workspace.

Source: https://edesy.in/docs/waflow/workspaces/team-management

Waflow allows you to collaborate with your team on WhatsApp campaigns. This guide covers inviting team members, understanding roles and permissions, and managing team access across workspaces.

## Understanding Team Roles

Waflow has three workspace roles with different permission levels:

### Owner

The workspace owner has full control:

- All permissions of Admin and Member
- Can delete the workspace
- Can transfer ownership
- Manages billing settings
- Cannot be removed by others

Each workspace has exactly one owner. Ownership can be transferred to another user.

### Admin

Admins have broad management access:

- All permissions of Member
- Can invite and remove team members
- Can change member roles
- Can manage workspace settings
- Can connect/disconnect WhatsApp
- Cannot delete the workspace
- Cannot access billing

### Member

Members can perform day-to-day tasks:

- Create and send campaigns
- Manage contacts (add, edit, delete, import)
- Create and edit templates
- View analytics and reports
- Use the API
- Cannot manage team members
- Cannot access workspace settings

## Permission Matrix

| Permission | Owner | Admin | Member |
|------------|-------|-------|--------|
| View dashboard | Yes | Yes | Yes |
| Create campaigns | Yes | Yes | Yes |
| Send campaigns | Yes | Yes | Yes |
| View campaigns | Yes | Yes | Yes |
| Manage contacts | Yes | Yes | Yes |
| Import contacts | Yes | Yes | Yes |
| Create templates | Yes | Yes | Yes |
| View analytics | Yes | Yes | Yes |
| Export data | Yes | Yes | Yes |
| Use API | Yes | Yes | Yes |
| Invite members | Yes | Yes | No |
| Remove members | Yes | Yes | No |
| Change roles | Yes | Yes | No |
| Workspace settings | Yes | Yes | No |
| Connect WhatsApp | Yes | Yes | No |
| Manage integrations | Yes | Yes | No |
| Access billing | Yes | No | No |
| Delete workspace | Yes | No | No |
| Transfer ownership | Yes | No | No |

## Inviting Team Members

### Step-by-Step Guide

1. Navigate to **Settings** > **Team** in your workspace
2. Click the **Invite Member** button
3. Enter the team member's email address
4. Select a role (Admin or Member)
5. Optionally add a personal message
6. Click **Send Invitation**

The invitee will receive an email with a link to join.

### Invitation Process

When you send an invitation:

1. **Email Sent**: Invitation email goes to the recipient
2. **Link Clicked**: Recipient clicks the join link
3. **Account Created**: If new to Waflow, they create an account
4. **Access Granted**: They're added to the workspace

Invitations expire after 7 days. You can resend expired invitations.

### Bulk Invitations

To invite multiple team members at once:

1. Go to **Settings** > **Team**
2. Click **Bulk Invite**
3. Enter email addresses (one per line or comma-separated)
4. Select the role for all invitees
5. Click **Send Invitations**

All invitees will receive individual invitation emails.

## Managing Existing Members

### View Team Members

Go to **Settings** > **Team** to see:

- All workspace members
- Their roles
- When they joined
- Last active date
- Pending invitations

### Change a Member's Role

To change someone's role:

1. Go to **Settings** > **Team**
2. Find the member in the list
3. Click the role dropdown next to their name
4. Select the new role
5. Confirm the change

Role changes take effect immediately.

> **Note:** Only Owners and Admins can change roles. An Admin cannot promote someone to Owner.

### Remove a Team Member

To remove someone from the workspace:

1. Go to **Settings** > **Team**
2. Find the member
3. Click the **Remove** button (trash icon)
4. Confirm removal

The removed member:

- Immediately loses access to the workspace
- Retains their Waflow account
- Can be re-invited later

### Cancel Pending Invitations

To cancel an invitation that hasn't been accepted:

1. Go to **Settings** > **Team**
2. Find the pending invitation
3. Click **Cancel**

The invitation link will no longer work.

## Transferring Ownership

Only the current owner can transfer ownership:

1. Go to **Settings** > **Team**
2. Click **Transfer Ownership**
3. Select the new owner from existing members
4. Enter your password to confirm
5. Click **Transfer**

After transfer:

- The new owner has full control
- You become an Admin
- This action cannot be undone by you

> **Warning:** Choose carefully. Once ownership is transferred, you cannot reclaim it without the new owner's action.

## Multi-Workspace Access

Users can be members of multiple workspaces with different roles:

```
user@example.com
├── Workspace: "Marketing" (Owner)
├── Workspace: "Sales" (Admin)
└── Workspace: "Support" (Member)
```

Each workspace membership is independent. Being an Owner in one workspace doesn't grant any privileges in another.

### Accepting Multiple Invitations

When invited to a new workspace:

1. Click the invitation link in your email
2. Log in to your existing Waflow account
3. Accept the invitation
4. The new workspace appears in your workspace selector

### Leaving a Workspace

To leave a workspace where you're not the owner:

1. Switch to that workspace
2. Go to **Settings** > **Team**
3. Click **Leave Workspace**
4. Confirm your decision

You'll immediately lose access but can be re-invited later.

> **Note:** Owners cannot leave their workspace. Transfer ownership first.

## Team Activity Log

Track what your team is doing:

### Viewing Activity

1. Go to **Settings** > **Activity Log**
2. See a chronological list of actions
3. Filter by user, action type, or date range

### Logged Actions

The activity log captures:

| Action Type | Examples |
|-------------|----------|
| **Campaigns** | Created, sent, paused, deleted |
| **Contacts** | Imported, edited, deleted |
| **Templates** | Created, edited, submitted for approval |
| **Team** | Member invited, removed, role changed |
| **Settings** | Configuration changes |
| **WhatsApp** | Connected, disconnected |

### Exporting Activity Log

1. Go to **Settings** > **Activity Log**
2. Set your date range and filters
3. Click **Export**
4. Download as CSV

Useful for compliance audits and security reviews.

## Best Practices

### Role Assignment Guidelines

| Use Case | Recommended Role |
|----------|------------------|
| Business owner | Owner |
| Team manager | Admin |
| Marketing specialist | Member |
| Campaign operator | Member |
| External contractor | Member (with limited access) |
| Developer (API only) | Member |

### Security Recommendations

1. **Limit Admins**: Only grant Admin access to those who need to manage the team
2. **Regular Audits**: Review team members quarterly
3. **Remove Inactive Users**: Remove access for departed employees immediately
4. **Unique Accounts**: Each person should have their own account (no shared logins)
5. **Strong Passwords**: Encourage or require strong passwords
6. **Two-Factor Authentication**: Enable 2FA for all team members

### Onboarding New Team Members

When adding new team members:

1. **Invite with appropriate role** - Start with Member, promote if needed
2. **Share documentation** - Point them to relevant guides
3. **Schedule training** - Walk through key workflows
4. **Set expectations** - Clarify what they can/should do
5. **Monitor initially** - Review their first few actions

### Offboarding Team Members

When someone leaves:

1. **Remove immediately** - Don't delay access removal
2. **Review their work** - Check pending campaigns
3. **Reassign ownership** - Transfer any owned items
4. **Update documentation** - Remove them from any access lists
5. **Audit activity** - Review recent actions if needed

## Troubleshooting

### Invitation Email Not Received

**Problem**: Team member says they didn't get the invitation

**Solutions**:
- Check spam/junk folder
- Verify the email address is correct
- Resend the invitation
- Ask them to add noreply@waflow.com to contacts
- Try a different email address

### Cannot Remove Team Member

**Problem**: Remove button is disabled or not working

**Possible causes**:
- You don't have Admin or Owner role
- You're trying to remove the Owner
- You're trying to remove yourself (use "Leave" instead)

### Role Change Not Taking Effect

**Problem**: Changed someone's role but they still have old permissions

**Solutions**:
- Ask them to log out and log back in
- Clear browser cache
- Wait a few minutes for propagation
- Contact support if issue persists

### Lost Owner Access

**Problem**: The workspace owner left the company

**Solutions**:
- Contact Waflow support with proof of business ownership
- We can help transfer ownership in verified cases
- Provide business documentation

## Team Limits by Plan

| Plan | Team Members per Workspace |
|------|---------------------------|
| Starter | 2 |
| Professional | 5 |
| Business | 15 |
| Enterprise | Unlimited |

Need more team members? Upgrade your plan or contact sales.

## API Access for Teams

Team members with API access can:

- Generate personal API keys
- Access workspace data via API
- Build integrations

To manage API access:

1. Go to **Settings** > **API**
2. View active API keys
3. Revoke keys for departed members

See [API Documentation](https://edesy.in/docs/waflow/settings/integrations) for details.

## Next Steps

Now that your team is set up:

- [Import contacts](https://edesy.in/docs/waflow/contacts/import-contacts) - Build your audience
- [Create templates](https://edesy.in/docs/waflow/templates/create-template) - Design messages
- [Launch a campaign](https://edesy.in/docs/waflow/campaigns/create-campaign) - Start messaging