👬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.

Agency Plan Required: Team Management is only available on the Agency plan. Indie plan users can upgrade to access this feature.

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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

Best for: Account managers, workspace owners, or senior team members who need full control.

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

Best for: Campaign managers, marketing specialists, or team leads who manage campaigns but don't need billing access.

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

Best for: Clients, stakeholders, or junior team members who need visibility into performance without editing permissions.

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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. 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.

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.

Invitation sent successfully

What Happens After Sending?

1. Email Sent: Recipient receives an invitation email with a secure link

2. Pending Status: Invitation appears in the "Pending Invitations" table

3. 7-Day Expiry: Invitation expires automatically after 7 days

4. Acceptance: When accepted, the member is added to your workspace with the assigned role

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.

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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

Resending an invitation automatically extends the expiration by 7 days from the current date.

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

Once revoked, the invitation link becomes invalid. The recipient cannot use it to join the workspace, even if they had the email.

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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)

You cannot change your own role or the workspace owner's role. These buttons are hidden for those members.

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.

Role changes take effect immediately. The member's permissions update as soon as you confirm the change.

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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)

You cannot remove yourself or the workspace owner. These buttons are hidden for those members.

Step 2: Confirm Removal

1. Read the confirmation message carefully

2. Click Remove to confirm

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.

Confirm member removal - this action is immediate

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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