Roles in the application

Global administrator

  • Can view and manage all Workspaces, tasks and chats
  • Has access to the application settings (AI, SMTP, integrations)
  • Can create, edit and delete users - but cannot delete their own account or the last administrator (to ensure the application is never left without an administrator)
  • Can manage roles and permissions

User

  • Can only view Workspaces to which they have been assigned
  • Their permissions in each Workspace are set by the administrator

AI permissions

Each user has three separate AI permissions (set when adding/editing the user):

  • Can use AI in tasks - the “AI Assistant” and “Organise” buttons next to the reply field, as well as the Beautify text (✨) button in task threads and descriptions.
  • Can use AI in chats - the “AI Assistant” and “Organise” buttons, as well as Beautify text (✨) in chats.
  • Can use the AI Assistant (chat) - AI Assistant (the window opened from the view menu in the top bar).
  • AI Assistant with internet access - allows the Assistant to retrieve content from websites (e.g. to check a company’s website from a lead’s email). Disabled by default; administrators always have access.

If a user does not have a particular permission, the relevant AI options simply do not appear in that context (e.g. a user with AI access in chats only will not see the AI or Beautify text buttons in a task). Global administrators have all AI permissions by default.

Adding a new user (administrator)

  1. Click the group icon in the top-left corner (next to the gear icon).
  2. In the “Add” tab, enter: email address, first name, surname, role (Administrator / User) and permissions (including adding Workspaces, using AI in tasks/chats, the AI Assistant, Mail and Automations). The n8n permission is only visible if the administrator has enabled this experimental integration (Advanced → Other).
  3. Below, in the “Assign to Workspaces”table, select the Workspaces the person should belong to and set their role in each one:
    • Administrator - manages this individual Workspace: adds and removes participants, changes settings, and can edit and delete other users’ tasks and chats. They also automatically have permission to create tasks and chats, so selecting this role selects and locks both fields.
    • Tasks - allows the user to create new tasks. Without this permission, the user can still view tasks to which they have been added and post messages in them.
    • Chats - allows users to create new chats. Without this permission, users can still read and post in chats they have been added to.

Selecting any permission automatically adds the person to that Workspace; deselecting the Workspace clears the entire row.

  1. Click “Save”.
  2. The user will receive an invitation email and set their own password when activating their account. The administrator does not set the password for the user.

If the invitation has not arrived, click “Resend” next to the relevant person in the user list.

User limit (licence seats)

The licence key specifies the maximum number of active users (seats). The “Add” tab shows “Seats used: X / Y”. Once the limit has been reached:

  • the add user form is disabled and the app displays a message saying that you need to extend the licence with an additional seat;
  • activating an invited account and turning “Active” back on for a deactivated person are also disabled until the limit is increased or a seat becomes available (for example, after another user is deactivated).

Only an active user occupies a seat - deactivating an account frees up a seat. Current usage is also shown under Settings → Advanced → Licence (“Seats: X / Y”).

AI Assistant: “Open the user management window”.

Editing a user

In the “List” tab, click edit next to the selected user. You can change their role, activity status and permissions in individual Workspaces (Workspace administrator, creating tasks and creating chats). Passwords are not set here - if necessary, use “Resend” (invitation/reset), and the user will set their own password.

Deactivating a user

When editing the user, turn off the “Active” switch. A deactivated user cannot sign in, but their data and tasks are retained.

Availability status (absence)

Each user can set their absence status in the settings (cogwheel → Profile tab → Availability status section):

  • Available (default)
  • 🏖️ Holiday
  • 🤒 Sick leave
  • 📵 Away

After selecting a status other than “Available”, you can enter a date range (from/to) and a message. The administrator can see a list of absent people, and the AI Assistant will notify you of an absence when you try to assign a task to someone who is away.

When you post in a task or chat thread containing a participant whose status is “Holiday” or “Sick leave”, you will receive an automatic reply from them (mentioning you and containing the message set in their absence profile or the default text). The automatic reply is sent once per day for each thread - further messages in the same thread on the same day will not trigger another reply; a new one will only appear the next day or in another thread.

An absence only applies within the specified date range. It automatically ends after the end date (the person is treated as available again - the banner, indicators and automatic replies disappear), while an absence scheduled for the future only takes effect from the start date. There is no need to change the status back to “Available” manually.

Assigning users to a Workspace

  1. Hover over the Workspace name in the left-hand column and click the pencil icon (edit).
  2. In the “Assign users” section, tick the checkboxes next to the people who should have access.
  3. Set their permissions: Workspace administrator, creating tasks and creating chats.
  4. Click “Save”.

Permissions and the interface

If a user does not have permission to create tasks and/or chats in any Workspace they can access, the “Add task” / “Add chat” icons at the top of the middle column are hidden from them.

“Shared” chat

During installation, a shared chat called “Shared” is created in the default “General” Workspace. New users are automatically added to it (provided they have access to the Workspace) - the administrator does not need to add them manually.