Getting started · Lesson 6 of 8
Invite your team to your shared inbox
Once you work with more people, you want everyone in the same inbox with exactly the access they need. The role you pick also decides what someone can change.
10 minAvailable from Starter
What you'll learn
- Make sure you have enough users
- Invite a colleague
- Pick the right role
- Create and use teams
Step by step
- 1
Get enough seats first
Starter and Pro include 1 user, and each extra user costs €12 a month. You add seats under Settings › Organization settings › Billing & usage. Once you're at the limit, you can't use the invite button. The free plan is for 1 user and you can't buy extra seats on it.
- 2
Invite your colleague
Go to Settings › Workspace settings › User settings and click Add Team Member. Enter the email address, choose a role and click Invite. Your colleague gets an email with a link to finish setting up their account, and shows as Invited in the list until that's done. Only the owner and admins can invite people.
- 3
Pick the right role
Agent is the restricted role: the inbox, contacts and their own personal settings. Team Member can also reach automations, channels, the AI agent, analytics and workspace settings, among others. Admin can also manage billing and invite people. Someone who only helps customers, or a temporary hire for busy periods, is usually an Agent.
- 4
Create teams
Go to Team settings and click the button at the top right to add a team (it currently reads Team toevoegen). Give the team a name, such as Administration, Planning or Support, and add members. Each team gets its own place under Team Inboxes in the inbox. A garage, for example, creates the teams Workshop and Sales, so a question about a service doesn't get lost among the quotes.
- 5
Send conversations to the right team
A team only does something once conversations go to it. Under Settings › Workspace settings › WhatsApp, choose a Team per number, or assign a conversation in the inbox to a colleague or team. On Pro this can also happen automatically, see the next lesson.
- 6
Check it together
Ask your colleague to log in and open a test conversation. See whether they can see the team under Team Inboxes, and whether they only see what belongs to their role. When someone leaves, remove them with the bin icon in the list, so their seat is free and they no longer have access.
Common mistakes
Making everyone Admin
An admin can also manage billing and the team. That's awkward if someone changes something by accident, and difficult when someone leaves. Give people the lowest role that lets them do their work. You can always change a role later.
Thinking Team Member is a restricted role
The name sounds modest, but a Team Member can reach channels, automations and the AI agent. If you want someone to only help customers, choose Agent.
More members than seats
If there are more members than seats, for example after a plan change, someone shows as No Seat. Add extra users or remove a member to fix it.
Tips
- Invitation not arriving? Ask your colleague to check their spam. Also check the address; if there's a typo, remove the invitation and send a new one.
- Team settings are only available on a computer, not on a phone.
- Start with two or three teams. You can always add more when needed.
You're done when
- Your colleagues show as Active under User settings
- Everyone has the lowest role that fits
- Your teams have members
- Conversations arrive at the right team
Frequently asked questions
What does an extra user cost?
On Starter and Pro, €12 per user per month. One user is included.
What's the difference between Agent and Team Member?
An Agent only works in the inbox and with contacts. A Team Member can also reach channels, automations, the AI agent and workspace settings, among others.
Can a colleague be in more than one team?
Yes. You choose the members per team, and someone can be in several teams.