Account & security
Invite your team and set roles
How to invite people to your workspace, what each role can do, how seats work on each plan, and how to run several workspaces from one login.
6 min read Updated 24 September 2026
On this page
A workspace is shared: everyone you invite sees the same assistants, numbers, calls and inbox. Each person has a role that decides what they can see and change, so a receptionist can work through messages without being able to change billing or delete numbers. You manage people on the Members page.
Invite someone
You need to be the owner or an admin.
- Open Members in the sidebar.
- Press Invite member.
- Enter their Email and choose a Role.
- Press Send invitation.
They get an email with a link to join. The link works for seven days. If they already have an account, they also see the invitation in their notifications. If not, they create an account from the link, using the email address the invitation was sent to.
Under Pending invitations you can Resend an invitation, which gives it another seven days, or Cancel it.
Tip: The invitation is tied to the email address. If someone opens it while signed in with a different address, they see Wrong account and can log out and switch.
Roles
| Role | In short |
|---|---|
| Owner | Full access, including billing and deleting the workspace |
| Admin | Manage everything except billing and deleting the workspace |
| Member | Build assistants, place calls and read everything |
| Viewer | Read-only access to assistants, numbers and calls |
Each workspace has exactly one owner, usually the person who created it. When you invite someone, you can choose Admin, Member or Viewer.
What each role can do
| Permission | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| See assistants, numbers, calls, transcripts and recordings | Yes | Yes | Yes | Yes |
| See contacts, appointments, orders, reservations, inbox and campaigns | Yes | Yes | Yes | Yes |
| See the company profile, knowledge base and integrations | Yes | Yes | Yes | Yes |
| See members and invitations | Yes | Yes | Yes | Yes |
| See the plan, usage and invoices | Yes | Yes | Yes | No |
| See API keys and webhooks | Yes | Yes | Yes | No |
| Create and edit assistants | Yes | Yes | Yes | No |
| Place outbound and test calls | Yes | Yes | Yes | No |
| Edit the company profile, services, FAQs, staff and knowledge base | Yes | Yes | Yes | No |
| Manage contacts, appointments, orders and menu, reservations and rooms | Yes | Yes | Yes | No |
| Assign and resolve inbox items | Yes | Yes | Yes | No |
| Create and run outbound campaigns | Yes | Yes | Yes | No |
| Archive and delete assistants | Yes | Yes | No | No |
| Buy, assign and delete phone numbers | Yes | Yes | No | No |
| Delete calls | Yes | Yes | No | No |
| Create and revoke API keys and webhooks | Yes | Yes | No | No |
| Connect and disconnect integrations | Yes | Yes | No | No |
| Invite and remove members, change roles | Yes | Yes | No | No |
| See the audit log (Recent activity) | Yes | Yes | No | No |
| Rename the workspace and change its settings | Yes | Yes | No | No |
| Change the plan and payment method, add credit | Yes | No | No | No |
| Export all workspace data | Yes | No | No | No |
| Delete the workspace | Yes | No | No | No |
The Roles card on the Members page shows the same summary.
Note: When a member or admin creates or changes an assistant, the owner gets an email about it.
Change a role or remove someone
On the Members page, owners and admins can change a person's role from the list, or open the menu on their row and choose Remove from workspace. The person gets an email either way. Admins cannot give anyone a role above their own.
To leave a workspace yourself, press Leave workspace. You lose access to its assistants and calls.
Transfer ownership
Only the owner can do this. Open the menu on the new owner's row and choose Transfer ownership. They become the owner, and you become an admin. Both of you get an email.
The owner cannot be removed and cannot leave the workspace. Transfer ownership first.
Seats on each plan
Every person in the workspace takes a seat, including you. Invitations that are still waiting and not expired also take a seat.
| Plan | People per workspace |
|---|---|
| Starter | 1 |
| Solo | 1 |
| Team | 10 |
| Scale | Unlimited |
The Members page shows how many seats are used. When none are left, Invite member shows Your plan has no free seats left. Upgrade under Billing, or cancel a pending invitation to free a seat. See Changing plans.
Several workspaces
A workspace has its own assistants, numbers, members and plan. Use separate workspaces for separate companies or brands.
- To switch, open the workspace menu at the top of the sidebar and pick another workspace.
- To create one, open the same menu, choose New workspace, enter a Workspace name and press Create workspace. You are taken through the guided setup for it.
How many workspaces you can own depends on your plan: 1 on Starter and Solo, 3 on Team, and 3 on Scale, where you can add more. Being invited to someone else's workspace does not count towards your own limit.
Recent activity and exports
Owners and admins see Recent activity on the Members page: who changed members, assistants, numbers and API keys, and when. Press Export CSV to download the member list.
Troubleshooting
"That person is already a member of this workspace." They have already joined. Change their role in the list instead.
"This workspace has no free seats left on its plan. Ask the owner to upgrade." The person accepting the invitation sees this when the workspace filled up in the meantime. Free a seat or upgrade, then resend the invitation.
"This invitation has expired." Invitations are valid for seven days. Ask an owner or admin to press Resend.
"This invitation is no longer valid." It was cancelled or already used. Ask for a new one.
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How to protect your login with two-factor authentication, see and end your sessions, control who can hear recordings, set how long transcripts and audio are kept, and export or delete your data.
Plans, upgrades and cancelling
What each plan includes, how monthly and yearly billing work, what happens when you upgrade or downgrade, and how to cancel and find your invoices.
The inbox: messages, callbacks and conversations
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Still stuck?
Email hello@ringhum.com or send us a message. Team and Scale plans get priority support.