Workspaces & Team

Team members

Bring colleagues into a workspace so they can work on your agents with you. You invite each person by email, choose what they are allowed to do, and they join the same workspace you sent the invitation from.

A workspace owns your agents, knowledge, conversations, and billing. Team members are people you give access to that workspace. Adding someone never hands over ownership of anything: they simply get access to the workspace's agents, and their role decides what they can change. Removing someone later never deletes or orphans an agent. The agent stays; the person just loses access.

You manage your team from the Team members page in the dashboard, under Workspaces & Team in the sidebar.

Only owners and admins can manage the team. If you have a Read or Write role, the Team members page tells you that team management is limited to owners and admins. See Roles & permissions for what each role can do.

The Team members page showing the member list, their roles, and pending invitations — The Team members page lists everyone in the current workspace, their role, and any pending invitations.

Invite a teammate by email

On the Team members page, click Team member at the top of the member list. A short form opens where you enter the person's email address and pick the role they should have.

You assign the role at the moment you invite, so the person joins with the right level of access from the start. Three roles are available when inviting:

Role	What they can do
Read	View agents, conversations, and analytics. Cannot make changes.
Write	Everything in Read, plus create and edit agents, content, and settings.
Admin	Everything in Write, plus invite, remove, and manage team members.

Owner is not an option you can invite. Every workspace has exactly one owner, set when the workspace is created. You can invite people as Read, Write, or Admin, and you can change a role later. For a full breakdown, see Roles & permissions.

When you click Send invitation, Ultimo Bots records the pending invitation and emails the person a link to join. If that email already has an invitation waiting for this workspace, the form tells you instead of sending a duplicate.

How an invitation is sent and accepted

An invitation is a one-time link that is valid for 14 days. Here is the full path from sending the invite to the new member landing in your workspace.

You send the invitation
Enter the teammate's email, choose a role, and click Send invitation. The invitation appears in your Pending invitations list, and the person receives an email with a link to join.
They open the invitation link
The link opens a join page that shows who invited them, the workspace name, the invited email, and the access level (role) you chose. What happens next depends on whether that email already has an Ultimo Bots account.
If they already have an account
They log in to the account that matches the invited email and confirm. The workspace is added to their account, and they can switch into it from the Workspaces switcher. The email they log in with must match the invited email, otherwise the join is refused.
If they are new to Ultimo Bots
They create an account right on the join page by entering their first name, last name, and a password. The password must be at least 8 characters and include both a lowercase and an uppercase letter. Their account is created and they join your workspace in one step.
They land in your workspace
After accepting, they are taken into the workspace and appear in your Team members list with the role you assigned. The pending invitation is cleared automatically.

Invitations are unilateral. Once you send an invite and the person accepts, they are in. There is no separate approval step on your side after they accept. If you change your mind before they accept, revoke the pending invitation.

Pending invitations

Invitations you have sent but that have not been accepted yet appear in the Pending invitations card on the Team members page. Each row shows:

Email the address you invited.
Role the access level the person will get when they accept.
Expires the date the link stops working, 14 days after it was sent.

To cancel an invitation before it is accepted, use the remove action on its row and confirm. The link stops working immediately.

Expired invitations cannot be extended. The 14-day window is fixed. If an invitation lapses before the person accepts it, send a fresh one from the same form.

Change a member's role

People's responsibilities change. To adjust what a member can do, find them in the Team members list and click the edit (pencil) action on their row. Pick a new role (Read, Write, or Admin) and save. The change takes effect right away.

A couple of rules keep a workspace safe and predictable:

You cannot edit your own row. The edit and remove actions are hidden for the account you are signed in as.
The owner row has no role actions. Ownership is not changed from this list. There is currently no way to promote a member to owner or hand a workspace to someone else from the dashboard. The original owner stays the owner.

Roles are enforced everywhere, not just here. If someone tries an action their role does not allow, Ultimo Bots blocks it both in the interface and on the server, so a Read member can never save a change even if they reach the screen.

Remove a member

To take someone out of a workspace, click the remove (trash) action on their row in the Team members list and confirm. They lose access to this workspace immediately. Any agents, knowledge, and conversations stay exactly where they are; only the person's access is removed.

If the person was handling live chat in this workspace, removing them also clears their online presence so visitors are no longer offered a handoff to someone who can no longer take the conversation.

You cannot remove the last owner. A workspace must always have an owner, so the owner cannot be removed from the member list. Removing yourself from a workspace you do not own is done from the Workspaces page instead.

Members belong to one workspace

Everything on this page applies to the workspace you are currently viewing. You choose the active workspace from the switcher in the sidebar, and the member list, roles, and pending invitations always reflect that one workspace.

That means an invitation joins a person to the specific workspace you sent it from, and a member's role applies only within that workspace. The same person can belong to several workspaces with a different role in each. If you want to give someone access to another workspace, switch to it first, then invite them there too.

Teams are not capped today. You can create additional workspaces and invite teammates on every plan, and there is no fixed limit on how many members a workspace can have. Note that joining by email invitation is the only way to add people: there is no single sign-on, no directory sync, and no automatic join by email domain.

Next steps

Keep setting up how your team works together:

Roles & permissionsSee exactly what owners, admins, write, and read members can each do.WorkspacesCreate, rename, switch, and manage the workspaces your team works in.Account settingsUpdate your own name, password, language, date format, and timezone.