How to Add Team Members
Add team members to your ChatFlow organization to help manage chatbots, handle live chats, and view analytics.
Prerequisites
- ChatFlow Account (any plan)
- Admin role - You must be an organization admin
- Team member email - Email address to send invite
Available on: All plans (member limits vary by plan)
Understanding Roles
| Role | Permissions |
|---|
| Owner | Full access, billing, can delete org |
| Admin | Full access except billing |
| Agent | Live chat, view conversations, limited settings |
| Viewer | View-only access to dashboard |
Steps
Step 1: Navigate to Team Settings
- Click Team in the left sidebar
- You'll see the team management page
Step 2: Click Add Member
Click the Invite Team Member button (or Add Member).
Step 3: Enter Member Details
Fill in the invitation form:
| Field | Description |
|---|
| Email | Team member's email address |
| Role | Select Admin, Agent, or Viewer |
| Chatbots | Which chatbots they can access (optional) |
Step 4: Send Invitation
Click Send Invite to send the email invitation.
The team member will receive an email with a link to join your organization.
Step 5: Member Accepts Invite
The invited person:
- Receives email invitation
- Clicks the invite link
- Creates account (or signs in if existing)
- Joins your organization with assigned role
Managing Team Members
View All Members
The Team page shows:
- Member name and email
- Role
- Status (Active, Pending)
- Last active date
Change Member Role
- Find the member in the list
- Click Edit (or the role dropdown)
- Select new role
- Save changes
Remove a Member
- Find the member in the list
- Click Remove (or trash icon)
- Confirm removal
Note: Removed members lose access immediately.
Agent-Specific Settings
For agents handling live chat, configure additional settings:
Access Agent Settings
- Click on an agent's name
- Or go to their Agent Settings card
| Setting | Description |
|---|
| Max Active Chats | How many chats they can handle at once (default: 3) |
| Working Hours | When they're available |
| Auto-Assignment | Include in automatic chat assignment |
| Chatbot Access | Which chatbots they handle |
Creating Groups
Organize agents into groups for easier management:
Create a Group
- Click Create Group on the Team page
- Enter group name (e.g., "Sales Team", "Support Team")
- Add members to the group
- Save
Assign Chats to Groups
Configure chatbots to route to specific groups:
- Human support requests go to designated group
- Round-robin assignment within group
- Fallback if group is unavailable
Verify It's Working
Check Invitation Status
- Go to Team page
- Find the invited member
- Status shows "Pending" until they accept
- Status changes to "Active" once joined
Test Agent Access
- Have the new agent log in
- They should see Live Chat in sidebar
- Verify they can only access assigned chatbots
Plan Limits
| Plan | Team Members |
|---|
| Essential | 1 (owner only) |
| Growth | 5 members |
| Enterprise | Unlimited |
Troubleshooting
Invitation Not Received
- Check spam/junk folder
- Verify email address is correct
- Resend the invitation
- Try a different email address
Member Can't Access Features
- Verify their role has necessary permissions
- Check chatbot access settings
- Ensure they're looking at the right organization
Can't Remove Member
- Only Admins/Owners can remove members
- Owners cannot be removed (only transferred)
- Check your own role permissions
Pending Invitation Expired
- Invitations expire after 7 days
- Delete the pending invite
- Send a new invitation
Best Practices
Role Assignment
- Give minimum necessary permissions
- Use Agent role for support staff
- Reserve Admin for managers
Agent Capacity
- Start with 3 chats per agent
- Adjust based on complexity
- Monitor queue times
Team Organization
- Create groups by function (Sales, Support)
- Set clear working hours
- Establish coverage schedule
Security
- Remove access when members leave
- Regularly audit team list
- Use strong passwords
Next Steps
