# Team and access

The owner can invite team members to their projects: a manager, an operator, a marketer, a scenario developer. Each gets a role — a set of permissions that determines which sections are open to them.

## Access to a project and access to a bot

Access is given at two levels:

| Level | Where it is given | What the team member sees |
|---|---|---|
| Whole project | "Access control" in the main menu or "More" → "Access" in the project menu | All sections of the project the role has permissions for: bots, landing pages, schools, shops and the rest |
| One bot | The bot's "Settings" → the "Access" tab | Only this bot |

This page is about access to a project. Access to a single bot is described on the [Team member access](https://support.watbot.org/chatbots/settings/access) page. Roles and team seats are shared by both levels.

## The "Access control" section

It opens from the "Account" group of the main menu. It has two tabs and a "Grant access" button.

- **"Users"** — all your team members in all projects and bots. There is one card per person, with their access inside: project and bot, or the "entire project" mark, the role and management buttons. The "Team seats" banner is at the top.
- **"Permissions and roles"** — the list of roles with their permissions.

![The Users tab: team members and their access](https://support.watbot.org/_media/en/15-account/_images/team-users.webp?v=1791781230)

In the project menu, in the "More" group, the "Access" item opens the same list, but only for this project.

## What you need to invite someone

- **The team member's account.** An invitation is sent only to a registered user — to the email they sign in with.
- **A role.** It is created in advance on the "Permissions and roles" tab.
- **A free team seat** — or agreeing to buy a seat when you invite.

The team member does not need a subscription of their own.

## Inviting someone to a project

1. Open "Access control" and click "Grant access". Or, in the project menu, open "More" → "Access".
2. In the "Invite a team member" window, enter the team member's email.
3. Choose the "Project" and the "Role".
4. Click "Send invitation".

![The administrator invitation dialog](https://support.watbot.org/_media/en/15-account/_images/team-invite.webp?v=1791781230)

Above the form, the window shows how many free team seats you have. If there are no free seats, instead of "Send invitation" there is a "Pay … and invite" button: the platform adds a seat and charges the extra amount to your balance. If the person is already in your team — for example, works on another project — no seat is needed and nothing is charged.

The team member gets the invitation in the account notifications and by email. The invitation is valid for 3 days. While there is no reply, the card shows the "Awaiting reply until …" mark.

Limits:

- no more than 100 users can be invited to one project;
- no more than 100 invitations can be sent per day, and no more than 3 to the same person;
- if the person already has a role in this project, a second invitation is not sent — change their role.

## Changing a role or taking away access

In the team member's card, next to the access:

- the pencil icon opens the "Edit role" window — choose another role and click "Save";
- the bin icon takes away access. The platform asks: "Remove …'s access?";
- for an invitation that has not been answered yet, the bin cancels it, and the seat it takes is freed.

![The role editing dialog](https://support.watbot.org/_media/en/15-account/_images/team-edit.webp?v=1791781230)

Hover over the role's name to see the list of its permissions.

## Roles and permissions

A role is a name and a set of permissions. Roles are shared by your whole account: the same role can be assigned in different projects and bots. You can create up to 50 roles.

![The Permissions and roles tab with a list of roles](https://support.watbot.org/_media/en/15-account/_images/team-roles.webp?v=1791781230)

### Creating a role

1. Open "Access control" → "Permissions and roles" and click "Add role".
2. Enter the "Role name".
3. Expand the platform sections and tick the permissions. At least one has to be ticked.
4. Click "Save".

![A new role window with the list of sections](https://support.watbot.org/_media/en/15-account/_images/role.webp?v=1791781230)

The pencil icon in the role's row opens it for editing, the bin icon deletes it.

> [!WARNING]
> If you delete a role, all team members it is assigned to lose access to your projects.

### Which permissions there are

Permissions are grouped by platform sections. The role window shows only the sections enabled on the platform.

**"Chatbot builder"** — the groups "Administration", "Scenario", "Messaging", "Channels", "Mailings", "Export", "CRM", "Analytics". What each permission opens is on the [Team member access](https://support.watbot.org/chatbots/settings/access) page.

**"Mini apps":**

- "Administration" — "Creating a mini app", "Editing a mini app", "Deleting a mini app";
- "Building" — "Building a mini app".

**"Mini landing pages":**

- "Administration" — "Mini landing pages administration".

**"Widgets":**

- "Administration" — "Widget administration".

**"Online schools":**

- "Administration" — "Create online school", "Edit online school", "Delete online school";
- "Courses" — "Create courses", "Edit courses and lessons", "Delete courses and lessons";
- "Students" — "View students", "Manage students and access", "Review homework";
- "Payments" — "View orders", "Configure payment systems".

**"Appointments":**

- "Administration" — "Create branches", "Configure branches", "Delete branches";
- "Appointment journal" — "View appointments and clients", "Manage appointments", "Manages own appointments", "Sees own appointments", "Sees client contacts";
- "Branch work" — "Services and specialists", "Work schedule".

The "Manages own appointments" and "Sees own appointments" permissions are meant for a specialist: with them they work only with their own appointments. More in the [Appointments](https://support.watbot.org/booking) section.

**"AI agents / Chat"** — "Full chat access", "View analytics", "View logs".

**"AI agents / Knowledge bases":**

- "Knowledge base settings", "Delete knowledge base";
- "Documents" — "View documents", "Add documents", "Edit documents", "Delete documents";
- "More" — "Test search", "View analytics", "Connect to models and services".

**"Lists":**

- "Lists" — "Viewing lists", "Creating lists", "Editing lists", "Deleting lists";
- "List records" — "Viewing records", "Creating records", "Editing records", "Deleting records".

How list permissions work in bots is on the page [Lists in a chatbot](https://support.watbot.org/chatbots/lists).

> [!TIP]
> Make roles for tasks, not for people: "Operator", "Marketer", "Shop manager". Then a new team member just needs a ready-made role.

## Team seats

Each team member takes one seat — no matter how many of your projects and bots they work on. An invitation awaiting a reply also takes a seat. Seats are paid from the account balance and do not need a Pro subscription. The price is on the [Prices of additional services](https://support.watbot.org/billing/services) page.

The "Team seats" banner on the "Users" tab shows:

- how many of the purchased seats are taken;
- "Free: …" or "No free seats";
- "Paid until …" and the price per seat per month.

Buttons on the banner:

- "Buy seats" — if you have no seats yet;
- "Change" — opens the "Number of seats" window;
- "Pay" — if the seats are not paid.

In the "Number of seats" window, set the number you need and click "Save" or "Pay …":

- **More seats.** The extra amount for the days until the renewal date is charged right away, and after that the full monthly price. The amount is shown in the window before payment.
- **Fewer seats.** Extra seats are removed immediately; the remaining days are not refunded. You cannot set fewer than are taken by team members and invitations.

You can buy up to 500 seats in total.

At renewal, only occupied seats are paid: free ones are removed automatically.

### If seats are not paid

If the balance did not have enough money at renewal, the banner shows "Not paid" and the date "Access ends …". Until that date:

- team members keep working;
- new team members cannot be invited;
- an invitation sent earlier cannot be accepted.

If you pay for the seats before that date, everything keeps working. If not, all team members lose access to your projects and bots. To bring them back, pay for the seats and invite the team members again.

## What a team member sees

The team member gets the invitation in the account notifications with the "Accept" and "Decline" buttons. After "Accept":

- the team member's account switches to operator mode, and the project opens;
- the project appears in the project list in the "Available projects" group;
- the project menu shows only the sections the role has permissions for.

**Operator mode** is the "Operator mode" switch in the account menu. In it, a team member works in other people's projects without a Pro subscription of their own: the project list shows only "Available projects" and "Available chatbots", and their own projects, "New project", project settings and the "Access" section are hidden. To go back to your own projects, turn off the switch.

The team member sees someone else's project while its owner has an active subscription.

A team member can give up access themselves — see [Projects](https://support.watbot.org/account/projects).

## If something does not work

- **"A user with this email already has a role in this project."** Don't invite them again — change the role with the pencil icon.
- **The invitation did not arrive.** Only someone registered with this address gets the invitation. After 3 days it stops being valid — send a new one.
- **"You can invite the same user no more than 3 times a day…"** Wait a day and check whether the email is landing in spam.
- **"Team seats are not paid…"** Pay for the seats with the "Pay" button on the "Team seats" banner.
- **"Failed to accept the invitation: the owner has not paid for team seats."** This is what the team member sees. The owner needs to pay for the seats.
- **"The invitation has expired."** More than 3 days have passed. Ask the owner to invite you again.
- **"You can create at most 50 roles."** Delete roles you don't need or edit existing ones.
- **The team member does not see the project.** Check that they accepted the invitation and that the owner has an active subscription.
- **The team member sees the project, but the "This feature is available on Pro" window opens instead of the action.** Have them turn on "Operator mode" in the account menu.