> For the complete documentation index, see [llms.txt](https://help.ringtonic.app/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.ringtonic.app/guides/team-management.md). # Team Management ### What is Team Management? Team Management allows you to invite colleagues to collaborate on your workspace. Team members can access call tracking data, analytics, and campaigns based on their assigned role. This feature is perfect for agencies managing multiple clients or teams that need to collaborate on call tracking.
{% hint style="warning" %} **Agency Plan Required:** Team Management is only available on the Agency plan. Indie plan users can upgrade to access this feature. {% endhint %} *** ### Team Roles Ring Tonic offers three role levels to control what team members can access and modify: #### Admin **Full access including billing and team management** Admins have complete control over the workspace: * Manage billing and subscription * Invite and remove team members * Change member roles * Create, edit, and delete campaigns * View and export all analytics * Configure workspace settings * Access all API integrations {% hint style="success" %} **Best for:** Account managers, workspace owners, or senior team members who need full control. {% endhint %} #### Manager **Create and edit campaigns, view analytics** Managers can work with campaigns and analytics but cannot manage billing or team: * Create, edit, and delete campaigns * View and export all analytics * Configure campaign settings * Cannot manage billing * Cannot invite or remove team members * Cannot change workspace settings {% hint style="info" %} **Best for:** Campaign managers, marketing specialists, or team leads who manage campaigns but don't need billing access. {% endhint %} #### Member **View-only access to analytics** Members have read-only access to workspace data: * View analytics and reports * View campaign details * Export analytics data * Cannot create or edit campaigns * Cannot manage billing or team * Cannot modify any settings {% hint style="info" %} **Best for:** Clients, stakeholders, or junior team members who need visibility into performance without editing permissions. {% endhint %} *** ### 1. Invite Team Members Add new members to your workspace by sending email invitations. #### How to Invite a Member **Step 1: Open the Invite Dialog** 1. Go to **Workspace Members** 2. Click **Invite Member** button in the top right

Click Invite Member to add a new team member

**Step 2: Enter Member Details** 1. **Email address:** Enter the colleague's email address 2. **Workspaces:** If you manage more than one workspace, choose which workspaces this invitation covers. Your current workspace is selected by default. See [Invite to Multiple Workspaces at Once](#invite-to-multiple-workspaces-at-once) below 3. **Role:** Select the appropriate role (Admin, Manager, or Member)

Enter email and select role for the new member

**Step 3: Send Invitation** Click **Send Invitation** to email the invitation to your colleague. When several workspaces are selected, the button reads **Send Invitations**. {% hint style="success" %} The invitation email includes a secure link that expires in 7 days. The recipient can click the link to accept the invitation and join your workspace. {% endhint %}

Invitation sent successfully

#### Invite to Multiple Workspaces at Once If you run several workspaces, you do not need to open each one to add the same person. Send one invitation that covers all of them. **Step 1: Choose the Workspaces** 1. Open the **Invite Member** dialog and enter the email address 2. Open the **Workspaces** field. Your current workspace is already selected 3. Tick the other workspaces to include, or click **Select All** to include every workspace you manage 4. Use the search box to find a workspace quickly, or click **Clear** to start over

The Workspaces field lists every workspace you can invite into, with the current workspace selected

**Step 2: Choose a Role and Send** 1. Select the role. The same role applies in every selected workspace 2. Click **Send Invitations** {% hint style="info" %} The **Workspaces** field only appears when you manage more than one workspace with Team Management available. Workspaces you cannot manage, or whose plan does not include Team Management, are not listed. {% endhint %} **What the Invitee Receives** * One email listing every workspace they were invited to, with a single **Accept All Invitations** link * The invitation page shows the full list of workspaces before they accept * Accepting joins all of the listed workspaces in one step

The invitee sees every workspace covered by the invitation and accepts them all at once

{% hint style="success" %} If the person is already a member of some of the selected workspaces, or already has a pending invitation there, those workspaces are skipped. The confirmation message names each skipped workspace and the reason, and the invitation is still sent for the rest. {% endhint %} #### What Happens After Sending? 1. **Email Sent:** Recipient receives an invitation email with a secure link. An invitation covering several workspaces arrives as a single email 2. **Pending Status:** Invitation appears in the "Pending Invitations" table of each workspace it covers 3. **7-Day Expiry:** Invitation expires automatically after 7 days 4. **Acceptance:** When accepted, the member is added to every workspace covered by the invitation with the assigned role {% hint style="info" %} You cannot send duplicate invitations to the same email address. If someone is already invited or is already a member, you'll see an error message. When inviting to several workspaces at once, only the affected workspaces are skipped and the invitation is still sent for the rest. {% endhint %} *** ### 2. Manage Pending Invitations Track and manage invitations that haven't been accepted yet. #### View Pending Invitations The "Pending Invitations" table shows all outstanding invitations with: * **Email:** Invited person's email address * **Role:** Assigned role (Admin, Manager, or Member) * **Invited By:** Team member who sent the invitation * **Expires:** Expiration date (7 days from send date) * **Status:** Pending or Expired

View and manage pending workspace invitations

#### Resend an Invitation If the recipient didn't receive the email or the link expired: 1. Find the invitation in the "Pending Invitations" table 2. Click the **Resend** button (refresh icon) 3. A new email is sent with a fresh 7-day expiration {% hint style="success" %} Resending an invitation automatically extends the expiration by 7 days from the current date. {% endhint %} {% hint style="info" %} If the invitation covered several workspaces, resending refreshes it for all of those workspaces you still manage and sends one updated email listing them. {% endhint %} #### Revoke an Invitation To cancel an invitation before it's accepted: 1. Find the invitation in the "Pending Invitations" table 2. Click the **Revoke** button (trash icon) 3. Confirm the revocation {% hint style="warning" %} Once revoked, the invitation link becomes invalid. The recipient cannot use it to join the workspace, even if they had the email. {% endhint %} *** ### 3. Change Member Roles Update a team member's role to adjust their permissions. #### How to Change a Role **Step 1: Open Change Role Dialog** 1. Find the member in the "Current Members" table 2. Click the **Change Role** button (user-cog icon) {% hint style="info" %} You cannot change your own role or the workspace owner's role. These buttons are hidden for those members. {% endhint %}

Click the user-cog icon to change a member's role

**Step 2: Select New Role** 1. Review the current role in the dialog description 2. Select the new role from the dropdown: * **Admin:** Full access * **Manager:** Can edit campaigns * **Member:** View only

Select new role for the team member

**Step 3: Update Role** Click **Update Role** to save the changes. {% hint style="success" %} Role changes take effect immediately. The member's permissions update as soon as you confirm the change. {% endhint %} *** ### 5. Remove Team Members Remove a member's access to the workspace. #### How to Remove a Member **Step 1: Click Remove Button** 1. Find the member in the "Current Members" table 2. Click the **Remove** button (trash icon) {% hint style="warning" %} You cannot remove yourself or the workspace owner. These buttons are hidden for those members. {% endhint %} **Step 2: Confirm Removal** 1. Read the confirmation message carefully 2. Click **Remove** to confirm {% hint style="danger" %} **Warning:** Removed members immediately lose access to ALL workspace data including: * Call logs and analytics * Campaign details * Workspace settings * Any in-progress work This action cannot be undone. The member must be re-invited to regain access. {% endhint %}

Confirm member removal - this action is immediate

*** ### Troubleshooting
An invitation has already been sent to this email address **Problem:** You're trying to invite someone who already has a pending invitation. **Solution:** * Check the "Pending Invitations" table * Find the existing invitation * Click **Resend** to send a fresh email with extended expiration
This user is already a member of this workspace **Problem:** The email address belongs to an existing member. **Solution:** * Check the "Current Members" table * If you want to change their access, use **Change Role** instead * If you need to re-add them, remove them first, then invite again
Cannot remove the workspace owner **Problem:** You're trying to remove the workspace owner. **Solution:** * Workspace owners cannot be removed * Only the owner can transfer ownership or delete the workspace * If you need to change ownership, contact support
Team management is not available on your current plan **Problem:** You're on the Indie plan which doesn't include team management. **Solution:** * Upgrade to the Agency plan * Go to **Settings** → **Billing** → Select **Agency** plan * Complete payment to unlock team management
Invitation email not received **Problem:** Invited member didn't receive the email. **Solution:** 1. Check their spam/junk folder 2. Verify you entered the correct email address 3. Click **Resend** to send another copy 4. If still not received, contact support
Some workspaces were skipped when sending invitations **Problem:** The confirmation message says invitations were sent for some workspaces and lists others as skipped. **Solution:** * **Already a member:** The person already belongs to that workspace. Use **Change Role** there if you need to adjust their access * **Invitation already pending:** They already have an open invitation for that workspace. Find it in that workspace's "Pending Invitations" table and click **Resend** * **Plan does not include team management:** That workspace's owner is not on the Agency plan
The Workspaces field does not appear in the invite dialog **Problem:** You expected to pick several workspaces but only see Email and Role. **Solution:** * The field only appears when you manage more than one workspace that has Team Management available * Check that you are an Admin (or the owner) in the other workspaces * Check that the other workspaces' owners are on the Agency plan