Team and roles

Team, under Settings → Team, lists everyone who can sign in to your account and what they can do. Only owners and admins can open it; only owners can invite people or change roles.

One login belongs to exactly one account. Somebody who works for two organisations needs a separate login for each.

The Team page with a table of members showing each person's email, role, communities and status, and an Invite a team member button.

The six roles#

Role	Can do
Owner	Everything, including the team, connections and billing.
Admin	Publishes playbooks, manages communities, knowledge, connections and numbers.
Editor	Edits drafts and runs test calls. Cannot publish.
Group manager	Only the communities you choose: their details, customizations, test calls and calls.
Viewer	Reads calls, transcripts and analytics.
Sales rep	Sees their own tours and tasks, connects their own calendar, and sets their own hours.

A role is only what a login may see and do. It is not a staff member's job title, which you set on a community's staff list and booking rules match on. The app shows the group manager role with your own word for a location: an account that says "community" sees Community manager.

In detail#

Task	Owner	Admin	Editor	Group manager	Viewer	Sales rep
Invite people and change roles	Yes	No	No	No	No	No
Billing details	Yes	No	No	No	No	No
Account name and your words	Yes	No	No	No	No	No
Edit a playbook draft	Yes	Yes	Yes	No	No	No
Publish a playbook, restore a version, kill switch	Yes	Yes	No	No	No	No
Lock playbook items	Yes	Yes	No	No	No	No
Create and manage communities	Yes	Yes	No	No	No	No
Customize a community and publish its changes	Yes	Yes	No	Its own only	No	No
Manage knowledge	Yes	Yes	No	No	No	No
Pricing settings	Yes	No	No	No	No	No
Add and change care types and option sets	Yes	Yes	Yes	No	No	No
Change and publish prices and specials	Yes	Yes	Yes	Its own only	No	No
Approve price changes and specials	Yes	Yes	No	No	No	No
Add and remove connections	Yes	Yes	No	No	No	No
Change emails	Yes	Yes	No	No	No	No
Change brands (the look of pages and emails)	Yes	Yes	No	Its own only	No	No
Change what a number runs	Yes	Yes	No	No	No	No
Run a test call or test chat	Yes	Yes	Yes	Its own only	No	No
Read calls and transcripts	Yes	Yes	Yes	Its own only	Yes	No
Mark a callback done	Yes	Yes	Yes	Yes	No	No
Write notes on any tour you can see	Yes	Yes	Yes	Its own only	No	Own tours
Remove someone else's tour note	Yes	Yes	No	Its own only	No	No
Read analytics	Yes	Yes	Yes	Its own only	Yes	No
See usage and invoices	Yes	Yes	No	No	Yes	No
Your own tours, tasks, calendar, hours and booking pages	Yes	Yes	Yes	Yes	Yes	Yes
Your own login security (second sign-in step)	Yes	Yes	Yes	Yes	Yes	Yes

Info

These are enforced by the server, not just hidden in the app. A group manager who guesses another community's address gets a not-found, not that community's data.

Invite someone#

Press Invite a team member
On Team, press Invite a team member.
Enter their work email
They get an email with a link that signs them in and asks them to set a password.
Choose a role
The help text under the dropdown describes what that role can do, so you can check before you send.
If it is a group manager, choose their communities
A list of your communities appears. Tick the ones they should see. They will see nothing else: not other communities' calls, not the playbooks, not usage.
Send it
The person appears in the table straight away with an Invited chip. Once they sign in it becomes Active.

Managing people#

Each row has actions:

Action	What it does
Change access	Change someone's role, or which communities a group manager can see.
Resend invite	Sends the invitation email again. Use it when someone says they never got it.
Deactivate	Blocks their sign-in at once and revokes their connected apps and personal API tokens. Their history stays intact.
Reactivate	Gives a deactivated person their access back.

Warning

Changing someone's role or communities takes effect on their next request. If they are signed in, they are asked to sign in again so their new access is applied everywhere.

Note

Deactivating stops everything that goes through the app at once. A browser tab that was already open can keep receiving live call updates and play a call's audio clips for up to 15 minutes, until its sign-in expires. It cannot load anything new from the app in that time.

A deactivated member's service identities keep working: they belong to the account, not to the person who made them. Disable an identity, or revoke its tokens, under Personal settings → Developer if it should stop too.

Everyone also has Login security in their Personal settings (account menu, top right), for their own second sign-in step, whatever their role. The owner decides on Settings → Login security whether everyone, or only owners and admins, must have one. See Login security.

The Developer area#

Everyone has a Developer page in their Personal settings: open the account menu (top right) and choose Personal settings, then Developer. It holds their own API tokens and the AI apps they have connected. Owners and admins also see the account's service identities, every token in the account, everyone's connected apps and the rules for them. See Connect AI apps (MCP) and API tokens and service identities.

Tokens and apps never get more than the person behind them. If you lower someone's role, their tokens and apps lose whatever the new role cannot do.

Choosing roles well#

Owner for the one or two people who own the relationship and the bill. Do not spread it around.
Admin for the person who actually runs the assistant day to day and publishes changes.
Editor for anyone drafting copy who should not be able to push it live on their own.
Group manager for a community's own director or sales lead: they keep their profile and human backup up to date, test and publish those changes, and read their own calls.
Viewer for executives and anyone who only needs the numbers.
Sales rep for the people who give tours and do nothing else in AnswerStack. They sign in, see the tours they are booked for and their briefs, work their tasks, connect their calendar and set their hours in their Personal settings, and make booking pages. They see nothing of your calls, other people's callers, or settings.

Owners and admins can change anyone's hours from Team: press Hours beside them. The person is emailed when you save. If they have no calendar yet, Keep tours in the CRM puts their tours on your CRM's calendar instead (only they can swap their own Google or Microsoft calendar for it). Group managers see the hours of their community's reps, read-only, from the staff list on the community's profile. With booking pages turned on for your account, Pages beside them lets you pause or resume their pages; they are emailed, and cannot resume a page you paused.

A rep's hours opened from Team: a note that the rep is emailed when you save, their Working hours schedule with time zone, weekly hours and date overrides, and a Save hours button.

A rep's booking pages opened from Team: each page with its status, lengths, community and link, a Pause button, and the note that the rep is emailed and cannot resume a page you paused.

Tip

Group managers are the reason the account playbook stays central. Give a community director the ability to keep their own hours, staff and backup numbers right, and lock everything you need consistent across locations. See Create your communities.

If someone cannot see something#

They say	Usually
"I cannot find Playbooks"	They are a group manager or a viewer. Neither sees that menu.
"Publish is greyed out"	They are an editor. The chip on the page says An owner or admin publishes your changes.
"I only see one community"	They are a group manager. Change their communities under Change access.
"I cannot see Usage"	Editors and group managers cannot. Everyone has exactly one role, so either change theirs or send them the figures.
"My access changed and now it says sign in again"	Expected. Sign in again.