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3 min read

Team Management enables seamless collaboration across your organization by providing role-based access control, secure user management, and scalable permission systems. Whether you’re a small startup or large enterprise, the team system grows with your business needs.

Team Overview and Structure #

Current Team Display Interface #

Visual Team Management: The Team Settings page provides a comprehensive view of your organization’s structure.

Team Member Information Cards:

  • Profile Avatar: Circular avatar displaying user’s initial for quick visual identification
  • User Name: Full name display for professional identification
  • Role Badge: Clear visual role identification with distinctive badges (ADMIN/MANAGER)
  • Join Date: Membership timeline showing when users joined (e.g., “Joined on: March 03, 2025”)
  • Status Indicators: Active/inactive status and last login information

Team Management Controls:

  • Search Functionality: Real-time search to quickly locate specific team members
  • Add New User Button: Prominent red button positioned for easy access to invite new members
  • Role Management: Visual role identification with ability to modify permissions
  • Member Actions: Options to edit, suspend, or remove team members

Collaborative Workflow Benefits #

Organizational Structure:

  • Clear Hierarchy: Visual role identification prevents confusion about permissions
  • Security-First Design: Role-based access ensures sensitive information protection
  • Scalable Architecture: Seamlessly add team members as your business expands
  • Professional Management: Enterprise-grade user management for businesses of all sizes

Adding New Team Members #

User Invitation Process #

Step-by-Step Invitation Workflow:

  1. Access Team Settings
    • Navigate to Settings → Team Settings
    • Review current team structure before adding new members
  2. Initiate User Addition
    • Click the “Add New User” button in the top-right corner
    • The Add New User modal opens with required fields
  3. Complete User Information
    • Name Field: Enter the new user’s complete full name
    • Email Address: Provide their primary business email for account access
    • Professional Verification: Ensure email accuracy for successful invitation delivery

Role Selection Interface #

Visual Role Assignment System:

Admin Role Selection:

  • Visual Indicator: Shield icon with red selection highlight
  • Permission Level: Complete platform access and control
  • Security Badge: Distinctive admin identification for high-privilege users
  • Selection State: Clear visual feedback when role is selected
Add New User

Manager Role Selection:

  • Visual Indicator: User icon with manager designation
  • Permission Level: Operational access with security limitations
  • Selection State: Visual highlighting confirms role selection
  • Access Scope: Clearly defined operational boundaries
Add Manager from New User Panel

Action Buttons:

  • Cancel: Safely close modal without creating user account
  • Add User: Process invitation and send account creation email

Invitation Delivery System #

Automated Invitation Process:

  • Email Delivery: Automatic invitation sent to provided email address
  • Account Setup Instructions: Complete onboarding guidance included
  • Security Protocols: Secure account creation with password requirements
  • Follow-up Tracking: Monitor invitation status and user activation

Role Permissions and Access Control #

Admin Role Capabilities #

Complete Platform Authority: Admins have unrestricted access to all Chatbotbuilder.net features.

Core Permissions:

  • Platform Management: Complete access to all features and functionality
  • Financial Control: Full billing and subscription settings management
  • Team Leadership: Authority to add, remove, and modify all team members
  • Integration Management: Complete access to integrations and API settings
  • Data Oversight: Unrestricted access to all data and analytics
  • Security Administration: Manage security settings and compliance features

Business Applications:

  • Executive Leadership: CEOs, CTOs, and senior management
  • IT Administration: Technical leads responsible for platform management
  • Agency Management: Account managers overseeing client implementations
  • Compliance Officers: Users requiring complete system oversight

Manager Role Responsibilities #

Operational Platform Access: Managers handle day-to-day operations with focused permissions.

Permitted Activities:

  • Chatbot Operations: Create, edit, and deploy chatbot agents
  • Conversation Oversight: Monitor and analyze all conversation data
  • Contact Management: Full access to leads and visitor information
  • Analytics Access: View performance reports and optimization data
  • Limited Settings: Operational settings without billing or security access

Restricted Areas:

  • Financial Settings: Cannot access billing or subscription management
  • Team Administration: Cannot add, remove, or modify team members
  • Security Configuration: Limited access to security and compliance settings
  • API Management: Restricted access to API keys and technical integrations

Ideal For:

  • Marketing Teams: Campaign management and lead generation oversight
  • Customer Support: Conversation monitoring and customer service
  • Content Managers: Chatbot content creation and optimization
  • Junior Developers: Technical implementation without administrative access

Team Collaboration Best Practices #

Effective Team Structure Design #

Role Assignment Strategy:

  • Principle of Least Privilege: Grant minimum permissions necessary for job functions
  • Clear Responsibility Boundaries: Define specific areas of ownership for each role
  • Regular Access Reviews: Quarterly audits of team member permissions and access
  • Documentation Standards: Maintain clear records of who has access to what systems

Onboarding Workflow:

  • Structured Introduction: Provide comprehensive platform orientation for new users
  • Role-Specific Training: Customize training based on assigned permissions level
  • Mentorship Program: Pair new team members with experienced platform users
  • Progressive Access: Gradually increase permissions as users demonstrate competency

Team Growth Management #

Scaling Strategies:

  • Anticipatory Planning: Add team members before capacity constraints impact productivity
  • Department-Based Organization: Structure access around business departments and functions
  • Cross-Training Programs: Ensure multiple team members can handle critical functions
  • Performance Monitoring: Track individual and team productivity metrics