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Team Management

Add team members to your Theo account so multiple people can access the dashboard, review conversations, and manage your AI assistant.

Accessing Team Settings​

  1. Go to Settings in the left menu
  2. Click Team

Understanding Roles​

Admin​

Full access to everything:

  • View and manage all conversations
  • Edit agent settings
  • Manage team members
  • Access billing
  • Change all settings

Member​

Limited access for day-to-day use:

  • View conversations
  • Manage contacts
  • View scheduling
  • Limited settings access

Adding Team Members​

  1. Go to Settings → Team
  2. Click Add Team Member
  3. Enter their email address
  4. Choose their role (Admin or Member)
  5. Click Send Invitation

What Happens Next​

  1. They receive an email invitation
  2. They click the link to accept
  3. They create their password
  4. They can now access the dashboard

Invitation Tips​

  • Use their work email
  • Let them know to check spam if they don't see the email
  • Invitations expire after a period — send a new one if needed

Managing Team Members​

Viewing Your Team​

Go to Settings → Team to see:

  • List of all team members
  • Their roles
  • Their email addresses

Changing Roles​

To change someone from Member to Admin (or vice versa):

  1. Find them in the team list
  2. Click the role dropdown
  3. Select the new role
  4. Save

Removing Team Members​

If someone no longer needs access:

  1. Find them in the team list
  2. Click Remove
  3. Confirm

They will immediately lose access to the dashboard.

Who Should Be an Admin?​

Make someone an Admin if they need to:

  • Manage billing and subscriptions
  • Add or remove team members
  • Change important settings
  • Configure agents and deployments

Keep them as Member if they only:

  • Review conversations
  • Manage contacts
  • Handle day-to-day customer interactions

Notification Preferences​

Each team member can set their own notifications:

  • Subscription renewal receipts
  • Low credit warnings
  • Out of credit alerts

To change notifications:

  1. Team members go to their account settings
  2. Find Notification Preferences
  3. Toggle on/off as desired

Best Practices​

Limit Admin Access​

Only give Admin access to people who truly need it. This protects your account from accidental changes.

Use Work Emails​

Team members should use their work email addresses. This makes it easier to manage access when people leave.

Review Regularly​

Periodically review your team list:

  • Remove people who no longer work with you
  • Update roles as responsibilities change
  • Ensure the right people have access

Communicate Changes​

When you add new features or change settings, let your team know so everyone stays informed.

Common Questions​

How many team members can I have?​

This depends on your plan:

  • Free: 1 user
  • Starter: 2 users
  • Pro: 5+ users
  • Enterprise: Unlimited

Check your plan details in Billing.

Can team members see each other's work?​

Yes, the account is shared. All team members see the same conversations, contacts, and data.

What if someone forgets their password?​

They can use the "Forgot Password" link on the login page. You don't need to do anything.

Can I see who made changes?​

Currently, there's no detailed activity log, but major changes are typically visible in settings.

What happens when a team member is removed?​

  • They lose access immediately
  • Their user account is deactivated
  • Conversations they were involved in remain
  • Their data (like created agents) remains

Team Security Tips​

Use Strong Passwords​

Encourage team members to use strong, unique passwords.

Be Careful with Admin Access​

Admin users can change billing, remove other admins, and modify critical settings.

Remove Former Employees​

When someone leaves your organization, remove them from the team immediately.

Keep Contact Info Updated​

Make sure team members' email addresses are current for notifications and password recovery.

Need Help?​