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: 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.

It lives in your Brand’s admin area — the account-wide view, not a single Workspace’s settings. Open the switcher in the top-left and choose Admin Dashboard, then in the sidebar under People open Users — a table of everyone in your Brand, with an Add user button top-right.

Hit Add user to open the Invite user drawer. Only the email is required — everything else has a sensible default you can leave alone.

The fields, in order:

1. 1Full name — optional. If you skip it, their email stands in until they set a name.
2. 2Email — required. This is where the invite goes.
3. 3Agency role (= Brand role) — defaults to Member. Covered next.
4. 4Organisation access (= Workspaces) — tick each Workspace to grant, then tune its role, contact visibility and pipelines. Untouched, every Workspace is No access.

Most invites need almost none of that. Here’s the fast path versus the parts you can save for when you actually need them:

When you’re happy, hit Send invitation. We’ll walk through what that fires off in Invites, reminders & expiry below.

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 — this is the part people most often get wrong, so it’s worth a careful read.

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.

Picking a role pre-fills a recommended default (you’ll see “Using the recommended default for Agent”), but you’re free to override it.

3 · Pipeline access

Which pipelines in this Workspace they can work. Choose All pipelines, or Specific pipelines and tick the ones they should reach. Like visibility, this is independent of the role — set it deliberately.

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

The status pill tells you exactly where each person stands:

Click any row (or its Edit user action) to reopen the drawer as Edit user. Everything from the invite is editable here — with two things to know:

• Email is locked. You can change the name, roles, Workspaces, visibility and pipelines, but not the email an invite was tied to.
• Brand role is Owner-only. If you’re not an Owner, the role dropdown is greyed out behind a padlock.
• To remove someone from one Workspace, just untick it here and save — there’s no separate button. They keep their access to every other Workspace.

Removing someone from the whole Brand is a bigger, deliberate step. The action opens a confirmation that spells out the consequences and asks you to type their email to be sure.

Four 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.
• Invites expire in 14 days. The link stops working after that — use Resend invite to send a fresh one and reset 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.
• Mind the in-app wording. The product still says Agency (your Brand) and Organisation (a Workspace) — and its built-in “What’s the difference?” note even gives “a brand” as an example of an Organisation. Read Brand as the whole account and Workspace as a unit inside it.