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 - however, you cannot delete your own account or the last administrator (so the app 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, and the Polish text (✨) button in Tasks threads and descriptions.
  • Can use AI in chats - the “AI Assistant” and “Organise” buttons, and Polish 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, fill in: email, first name, last name, role (Administrator / User) and permissions (including adding Workspaces, using AI in tasks/chats, the AI Assistant, Mail, Automations). The n8n permission is visible only when the administrator has enabled this experimental integration (Advanced → Other). The Mail and Automations toggles are only available in the Pro plan - the Standard plan doesn't include these modules, so the toggles aren't shown either (both when adding and editing a person). Saving in Standard doesn't change existing settings for these permissions: after switching to Pro, each person keeps the same settings as before the plan change, while new people have them enabled.
  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 one workspace: adds and removes participants, changes settings, can edit and delete other people's tasks and chats. They also automatically get the right to create tasks and chats, so once this is ticked, both fields get ticked and locked.
    • Tasks - allows creating new tasks. Without this permission, the user can still see the tasks they've been added to and write messages in them.
    • Chats - allows starting new chats. Without this permission, the user can still read and write in the chats they've 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 hasn’t arrived, click “Resend” next to the person in the user list.

User limit (licence seats)

The licence key sets the maximum number of active users (seats). The “Add” tab shows “Seats used: X / Y”. When the limit is 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 user are also blocked until the limit is increased or a seat becomes available (for example, when another user is deactivated).

A seat is only taken up by an active user - deactivating an account frees it up. Current usage is also shown in Settings → Advanced → Licence (the "Number of users: X / Y" row).

AI Assistant: “Open user management”

Task Manager: the users window with a new account form and permission toggles.
The "Add" tab: account details, global role and permissions that apply across the whole app.

Editing a user

On the "List" tab, click edit next to the chosen user. You can change the role, activity status and permissions in individual workspaces (workspace administrator, adding tasks, adding chats). Passwords aren't set here - if needed, use "Resend" (invitation/reset), and the user will set it themselves.

Deactivating a user

In the user’s settings, switch off “Active”. A deactivated user can’t log in, but their data and Tasks are retained.

Account status and blocking

When editing a user, in the "Account status" section, the administrator can set an absence status on someone else's behalf (Holiday / Sick leave / Absent) or "Blocked".

Blocking takes effect immediately: the app deletes that person's sessions and remembered devices, so they're logged out on their next click, and when they try to log in they see a message saying their account has been blocked by the administrator. You cannot block yourself or another global administrator - the "Blocked" option simply doesn't appear for such accounts.

The difference compared with turning off the "Active" switch: deactivation frees up a licence seat, and the person gets the usual "Incorrect email or password" message when logging in. Blocking a seat doesn't free it up, but it does kick the person out of the app immediately and tells them plainly why.

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", the "From" date is required - without it, the application won't save the absence. The "To" date and message are optional; if you don't provide an end date, the absence lasts until the status is manually changed back to "Available". The administrator sees a list of absent people, and the AI Assistant informs you about an absence when you try to assign a task to someone who is away.

When you write in the thread of a task or chat where a participant has the status "Holiday" or "Sick leave", an auto-reply appears from them (with a mention of you and the content set in the absence profile, or the default text). The auto-reply arrives once a day per thread - further messages in the same thread on the same day don't trigger another reply; a new one will only appear the next day or in a different thread.

The absence only applies within the set date range. After the end date it automatically stops applying (the person is treated as available again - the banner, labels and auto-replies disappear), and an absence planned for the future only takes effect from the start date. You don't need to manually change the status back to "Available" in that case - but if no end date was given, the absence won't end on its own and the status has to be changed manually.

Assigning users to a Workspace

  1. Hover over the workspace card in the left-hand column, click the ⋮ icon at its right edge and choose Edit workspace.
  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 add tasks and/or chats in any available workspace, 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 workspace "General". Newly added users are automatically added to it (within the limits of their workspace access) - the administrator doesn't have to add them manually.