Team members and roles

Bring your team into Voice AI Portal so they can set up clients, add client users and keep an eye on billing with you. This guide shows what each role can do, how to invite a teammate, and how to disable or re-enable a login when someone joins or leaves.

Roles

Your agency has two roles:

Owner: the person who created the agency. The owner can do everything, including your agency settings, your own subscription and who is on the team.
Admin: everyone you invite. Admins run your clients day to day: clients, client users, provider keys, client billing and outbound calling.

Every invite joins as an admin. The Role field on the invite form reads Admin and can’t be changed.

What each role can do

Task	Owner	Admin
Add clients, client users and teammates	Yes	Yes
Change a client’s provider API key	Yes	Yes
Create call templates	Yes	Yes
Client billing: create plans and packs	Yes	Yes
Bill a client: switch billing on, change its plan, pause calls, add minutes, record payments and refund card packs	Yes	Yes
Change the Client billing Settings tab (the agency switch, defaults, payment details, reminders) and connect Stripe	Yes	No (admins can view them)
Manage a client’s Chat channels	Yes	Yes
Turn WhatsApp and web chat on or off for a client	Yes	No
Settings: General, White-Label and Email Hub	Yes	No
View Platform subscription	Yes	Yes
Change your own Voice AI Portal plan, payment method or add-ons, or pause and resume it	Yes	No (admins see a note to ask the owner)
Disable or re-enable a teammate	Yes	No
See a client’s Call deletions log	Yes	No
Delete calls	Yes	No
Let a client user delete calls (Allow call deletion)	Yes	No

Client users can delete calls only when the owner turns on Allow call deletion for them. See Invite a client user.

Team seats

Each plan includes a number of team seats. The owner uses one, and each active admin uses one. Disabled teammates don’t use a seat.

Plan	Team seats
Starter	1
Professional	3
Agency	10
Enterprise	Set for your agency

Need more? Upgrade your plan, or add 2 more admin seats for $15 a month from Platform subscription. See Your Voice AI Portal subscription.

On the Starter plan, the owner’s seat is the plan’s one seat. The Team page then shows a You’re on Starter card with Upgrade to add admins in place of Invite Member.

Invite a teammate

The owner and admins can invite teammates.

How a teammate joins

Pause

You
Invite your teammate
Team, then Invite Member, with their name and email address.
Voice AI Portal
Checks you have a free seat
Each plan includes a set number of team seats.
Voice AI Portal
Emails a branded invite
With your agency name and a link to your sign-in page.
Voice AI Portal
Sends a sign-in code
Your teammate enters their email address and gets a one-time code.
You
See them on Team
Their last login shows once they have signed in.

Open Team

In your agency menu, select Team, then Invite Member.
Enter their details

Fill in Full Name and Email. The Role reads Admin.
Choose whether to send the invite email

Leave Send branded invite email ticked to email your teammate: “They get an email inviting them to sign in. Sign-in uses a one-time code sent by email, so no password is needed.” Untick it to add them without an email, for example when you want to tell them yourself.
Select Send Invite

You see “Invitation sent. They will get an email to sign in with a one-time code.” and return to Team. If you unticked the email, you see “Team member added. No email was sent: they can sign in from the login page with their email.”

The invite carries your agency’s name and links to your sign-in page, on your custom domain once you have one. Your teammate enters their email address there and signs in with a one-time code. See Sign in and your account.

The Team page

Team lists your team with these columns:

Column	What it shows
Name	The teammate’s full name.
Email	The address they sign in with.
Role	Owner or Admin.
Status	Active, or Inactive with a Disabled badge.
Last Login	When they last signed in, or Never.

At the top, Active Admins shows the people who can sign in now, and Show All adds disabled teammates. Search the list by email address.

Disable or re-enable a teammate

The owner can disable a teammate’s login, for example when they leave, and turn it back on at any time. Disable and Enable show for the owner only.

Find the teammate

On Team, find their row. Select Show All to see disabled teammates too.
Select Disable

Select Disable on their row, then Disable again to confirm. “This will disable the member and block access until re-enabled.”
Re-enable when needed

To restore access, select Show All, then Enable on their row. This needs a free team seat.

A disabled teammate can’t sign in, and no sign-in codes are sent to them. If they are signed in at the time, the next page they open takes them to the sign-in page. Disabling frees their seat straight away, so you can invite someone else.

The owner can’t disable their own login, so your agency always keeps its owner.

Troubleshooting

Problem	What to do
Invite Member is missing and a You’re on Starter card shows	Your seats are in use. Select Upgrade to add admins, or disable a teammate you no longer need.
Admin seats in use	All your team seats are in use. Select Upgrade your plan, add admin seats from Platform subscription, or disable a teammate.
Subscription paused	“Your subscription is paused. Resume it to add team members.” The owner selects Resume subscription on Platform subscription.
Payment needed	A payment is overdue or recent payments failed. The owner updates the card from Platform subscription, then invites work again.
Account is read-only	“Your account is read-only until payment is updated. Update payment to add team members.” The owner updates the card from Platform subscription.
Disable and Enable are missing	Disabling and enabling teammates is for the owner. Ask your agency owner.
You have reached your admin seat limit. Upgrade to enable more admins.	Re-enabling needs a free seat. Disable another teammate first, or add seats.
Disable is greyed out on your own row	You can’t disable your own login.
A teammate hasn’t had the invite	Check spam, and check whether Send branded invite email was ticked. Either way, they can go to your sign-in page and enter their email address to get a code.