Managing team members

A BackTalk workspace can be shared with your team. Everyone in a workspace shares the same inbox, keywords, and settings; what each person can do is decided by their role. You manage all of this from Settings → Team.

Roles: who can do what

There are three roles, from least to most access:

• Member: reads everything and triages the inbox (mark read, star, ignore, track replies). Members can't change keywords or settings.
• Admin: everything a member can do, plus manages keywords, sync cadence, integrations and keys, and the team (invite, approve, remove).
• Owner: everything an admin can do, plus billing, changing roles, removing admins, and deleting the workspace. Each workspace has one owner, which is whoever created it.

Everyone in the workspace can see the member roster. Only owners and admins see the invite, approve, and remove controls.

Open the Team page

Open your account menu (top right) and choose Team, or go to Settings and open Team. Owners and admins see any pending join requests plus the full roster; members see the roster.

Invite someone

Admins and owners can invite. BackTalk invites by a shareable link rather than by email, so you can send it however you like.

1. On the Team page, under Invite links, pick the role the link grants: Member, or Admin. Only the owner can offer Admin.
2. Click Create invite link. The link is generated and copied to your clipboard.
3. Share it with the person you want to add.

A few things to know about links:

• Invite links expire after two weeks.
• You can Revoke a link at any time from the list, and a revoked link stops working immediately.
• Anyone who opens a link can request to join, so only share it with people you intend to add. If a link leaks, revoke it and create a new one.

What the person you invited does

1. They open the link and sign in with Google.
2. They send a request to join at the role the link offers.
3. They wait for an owner or admin to approve. They do not get access until then.

If the link has expired or been revoked, they see an "invite isn't valid" message and should ask you for a fresh one.

Approve or deny requests

Pending requests appear under Pending approvals on the Team page (owners and admins only).

• Review the person's email and the role they requested.
• Optionally change the role you grant them: member, or admin if you're the owner.
• Click Approve to give them access, or Deny to reject the request.

Change a member's role

Only the owner can change roles. In the roster, use the role dropdown next to a member to switch them between Member and Admin. You can't change the owner's role or your own.

Remove a member

• Admins can remove members.
• Only the owner can remove an admin.
• Nobody can remove the owner, and you can't remove yourself.

Removal takes effect immediately: the person loses access to the workspace right away. If they still have a valid invite link, they can request to join again, and an owner or admin would need to approve them.

Billing and the team

Billing applies to the whole workspace and is handled by the owner from Settings → Billing. It is not managed per person.