Control who has access to your workspace and what they can do with role-based permissions. Add team members, assign roles, and manage access to conversations and settings.
Note: Team management features are available on Professional and Enterprise plans. Free and Starter plans are limited to individual accounts.
Understanding Roles
Convo uses role-based access control to manage what team members can do in your workspace:
Owner
Full control over the workspace, including billing and member management.
- Add, remove, and manage all members
- Change member roles (including promoting to Owner)
- Manage billing and subscription
- Access and delete all conversations
- Configure workspace settings
- Delete the entire workspace
Admin
Manage members and workspace settings, but cannot access billing.
- Add and remove members (except Owners)
- Change member roles (up to Admin level)
- Access all conversations in the workspace
- Configure workspace settings
- Cannot manage billing or subscription
- Cannot delete the workspace
Member
Standard access to use Convo without administrative privileges.
- Record and transcribe meetings
- Access only their own conversations
- Use AI suggestions and action buttons
- Connect personal calendar and integrations
- Cannot add or remove team members
- Cannot access workspace settings
Adding Team Members
To invite someone to your workspace:
- Open Convo dashboard (click the menu bar icon)
- Click Settings in the left sidebar
- Navigate to the Members section
- Click the + Invite Member button
- Enter the person's:
- Full name
- Email address
- Role (Owner, Admin, or Member)
- Click Send Invite
- They'll receive an email invitation to join your workspace
What happens after invitation?
- Invitee receives an email with a link to join
- They create a Convo account or sign in if they already have one
- Once accepted, they appear in your Members list
- They gain access based on their assigned role
- Invitations expire after 7 days if not accepted
Changing Member Roles
You can update a team member's role at any time:
- Go to Settings → Members
- Find the member you want to update
- Click the role dropdown next to their name (shows current role)
- Select the new role:
- Owner - Full control
- Admin - Member management
- Member - Standard access
- The change takes effect immediately
Important: Only Owners can promote members to Owner role. Admins can only assign Admin or Member roles.
Removing Team Members
To remove someone from your workspace:
- Go to Settings → Members
- Find the member you want to remove
- Click the menu icon (⋯) next to their name
- Select Remove
- Confirm the removal
What happens when you remove a member:
- They immediately lose access to the workspace
- They can no longer view workspace conversations
- Their personal conversations remain in their account
- They're signed out of the workspace on all devices
- You can re-invite them later if needed
Can't remove a member?
Owners cannot remove other Owners. If you need to remove an Owner, first change their role to Admin or Member, then remove them.
Viewing Team Members
The Members section shows all team members and their details:
- Name: Full name of the member
- Email: Email address they use to sign in
- Role: Current permission level (Owner, Admin, Member)
- Avatar: First initial displayed in a colored circle
- Search: Use the search bar to find members by name or email
Sorting and Filtering
The Members list is automatically organized:
- Owners appear first
- Admins appear second
- Members appear last
- Within each role, sorted alphabetically by name
Permission Scenarios
Scenario 1: Small Team (2-5 people)
Recommendation: One Owner (founder/manager) and all others as Members.
This keeps permissions simple. The Owner manages billing and members. Members record meetings and use AI features without administrative overhead.
Scenario 2: Growing Team (5-20 people)
Recommendation: One Owner, 1-2 Admins, and the rest as Members.
Admins can handle day-to-day member management and onboarding. The Owner focuses on billing and strategic decisions. Members focus on using Convo for their work.
Scenario 3: Large Organization (20+ people)
Recommendation: Multiple Owners, several Admins per department, and Members for everyone else.
Distribute ownership for redundancy. Assign Admins to manage their departments. Consider upgrading to Enterprise for additional features like SSO and centralized admin controls.
Best Practices
Do:
- Assign the minimum necessary permissions for each role
- Have at least two Owners for redundancy
- Review member access regularly (quarterly)
- Remove members who leave your organization immediately
- Use descriptive names and work emails for clarity
- Document your permission structure for new admins
Don't:
- Make everyone an Owner—it reduces accountability
- Share login credentials instead of inviting as a member
- Leave former employees with active access
- Use personal emails for business workspaces
- Change roles without notifying the person
- Remove the last Owner (you'll lock yourself out)
Troubleshooting
Invitation email not received
- Check spam/junk folder for emails from Convo
- Verify the email address is correct in the Members list
- Wait 5-10 minutes—emails may be delayed
- Re-send the invitation by removing and re-adding the member
- Contact support if the issue persists
Can't invite new members
If the "Invite Member" button is grayed out:
- Verify you're on Professional or Enterprise plan
- Check you have Owner or Admin role
- Ensure you haven't reached your member limit
- Try restarting the Convo app
Member has wrong access level
- Check their assigned role in Settings → Members
- Update the role if it's incorrect
- Ask them to sign out and sign back in
- Changes should take effect immediately
Removed member still has access
- Confirm removal was successful in Members list
- Wait 1-2 minutes for changes to sync
- Ask them to force-quit and reopen the app
- If still active after 5 minutes, contact support
Accidentally removed the wrong person
You can immediately re-invite them with their original role. They'll need to accept the invitation again, but no data is lost.
Upgrading for Team Features
Team management is available on Professional and Enterprise plans:
Professional Plan
- Up to 10 team members
- Basic role management (Owner, Admin, Member)
- Shared workspace conversations
- Team usage analytics
Enterprise Plan
- Unlimited team members
- Advanced role customization
- Centralized admin dashboard
- Single Sign-On (SSO)
- Audit logs and compliance reports
- Dedicated account manager
To upgrade: Go to Settings → Billing → Manage → Change Plan
Next Steps
Learn more about managing your workspace:
- Changing your plan - Upgrade to Professional or Enterprise
- Data privacy and security - Understand access controls
- GDPR compliance guide - Team data protection responsibilities
- Invite your first team member today
Need help with team setup?
Our support team can help you configure permissions and onboard your team. Contact us at support@itsconvo.com or email your account manager for Enterprise customers.