Invite your team & manage roles

Access in Exabloom has two layers, and almost everything else makes sense once you see them. Your Brand is your top-level account. Inside it live one or more Workspaces, typically an HQ plus a Workspace per outlet, client, or business unit, each often with its own WhatsApp number.

That nesting gives every teammate two kinds of role:

• Brand role: account-wide powers such as managing Workspaces, people, roles, and Brand-level features. One per person.
• Workspace role: what they can do inside a single Workspace: inbox, contacts, leads, workflows. Set separately for each Workspace you add them to.

Managing people is a Brand-admin job. Out of the box:

• Owners and Admins can invite teammates, edit their access, and remove them.
• Only Owners can set or change someone’s Brand role. For everyone else that dropdown is locked with a padlock and the note “Only Owners can change agency roles.”
• Members have no people-management powers at all.

Everything in this guide happens on one screen, and it’s two clicks from anywhere in the app. Nothing here lives in the Settings menu of a Workspace: the Users page belongs to the Brand, so you reach it through the Admin Dashboard.

This is the path for someone who isn’t in your Brand yet. If they already appear in the Users table, skip to Give an existing teammate access below: inviting them a second time isn’t how you widen their access.

Opening a second outlet, or someone’s covering another branch this month? You don’t invite them again. They’re already in your Brand and already using their seat: you just widen what that one account reaches.

The reverse works the same way: to take a Workspace away, untick it in this drawer and save. They keep every other Workspace, their seat, and their login. See Edit access & remove people below for the fuller picture.

The Brand role answers one question: how much of the account can this person run? There are three built-in roles, from most to least powerful:

For each Workspace you tick, you set three independent things. They don’t follow each other, and this is the part people most often get wrong, so it’s worth a careful read. First find them on the screen, then read them at full size.

1 · Workspace role

What they can do inside this Workspace. Three built-ins:

2 · Contact visibility

Whose contacts they see in this Workspace, separate from what they can do. Three choices:

• All contacts: sees every contact in the Workspace.
• Assigned + unassigned: their own contacts, plus anything not yet assigned to anyone.
• Assigned only: only the contacts assigned to them.

Changing the role pre-fills a recommended default (Admin and Viewer suggest All contacts, Agent suggests Assigned + unassigned, and the grey line under the box says “Using the recommended default for Agent”), but you’re free to override it.

3 · Pipeline access

Which lead pipelines in this Workspace they can work. There are two options, and the simple one is the right one most of the time:

• All pipelines: the simple choice, and what the app already selects the moment you tick a Workspace. They can work every pipeline in it, including any you build later. Leave it alone unless you have a reason not to.
• Specific pipelines: tick only the pipelines they should reach. Use this when you genuinely need to control which leads they can get to: a rep who should only touch New Enquiries and never Re-enrolment, say, or a partner working a single campaign.

Like contact visibility, this is independent of the role: picking a smaller role won’t narrow their pipelines for you.

Sending an invitation emails the teammate a link to set up their login. Until they accept, their row shows Pending invite with a countdown to when the link lapses. Once they verify, they flip to Active and their access is live immediately.

The three pills, at full size:

The Edit user drawer you met above isn’t only for adding Workspaces: it’s where every later change happens. Three rules govern it:

• Email is locked. You can change the name, roles, Workspaces, visibility and pipelines, but not the email an invite was tied to. If someone’s address changes, remove them and invite the new one.
• Brand role is Owner-only. If you’re not an Owner, that dropdown is greyed out behind a padlock. Everything below it (Workspaces, roles, visibility, pipelines) you can still edit.
• To remove someone from one Workspace, just untick it here and save. There’s no separate button, and they keep their access to every other Workspace.

Removing someone from the whole Brand is a bigger, deliberate step. It takes two screens: the bin icon on their row, then a confirmation that spells out the consequences and asks you to type their email to be sure.

Five configurations that cover most teams. Each is just the dials above, set together: adapt, don’t copy blindly.

• Visibility and pipelines don’t follow the role. Set them on purpose: a “small” role won’t automatically narrow what someone sees or which pipelines they touch.
• A new invite starts on All pipelines. Narrow it afterwards from Edit user.
• Specific pipelines don’t pick up new ones. A pipeline built after you saved their access stays invisible to them until you tick it. All pipelines, the simple setting, keeps up on its own.
• Never re-invite someone who’s already on the team. To give them another Workspace, click their row, tick it, and Save changes. No email goes out and access is live immediately.
• Invites expire in 30 days. The link stops working after that. Use Resend invite to send a fresh one and restart the clock.
• Only Owners change Brand roles, and you can’t remove the last Owner or yourself. Promote a second Owner before you ever need one.
• Removing from the Brand unassigns their work. Their contacts and leads go unassigned and pending chats return to the inbox; workflows they built and the audit log stay put. Removing from a single Workspace just unticks it.
• One seat covers every Workspace. Adding a teammate to more Workspaces never costs another seat.
• A couple of old labels linger. The screen now says Brand and Workspace nearly everywhere, but the Users page still describes itself as “your agency and its organisations” and the Owner lock mentions “agency roles”. Same two layers, older words: agency means your Brand, organisation means a Workspace.