Team members & invitations
Administrators manage who belongs to a workspace from Settings → Team. From this one screen you can invite new people, change a member's role, disable or remove a member, and track invitations that are still pending.
The Team screen is admin only. Supervisors and agents do not see this tab, and the underlying actions are blocked for them on the server too.
Inviting a member
- Open Settings → Team and select Invite member.
- Enter the person's email address and choose a role (administrator, supervisor or agent).
- Select Send invitation.
The invitation appears in the Pending invitations list and an email is sent with a secure link. The link is valid for 7 days. You can Resend it (which refreshes the link) or Revoke it at any time before it is accepted.
You cannot invite an email that is already an active member of the workspace.
Creating an account yourself, without an email
Not every team works by email. A clinic, a salon or a workshop often gives its staff an account even though those people have no mailbox of their own — and an invitation sent to an address that cannot receive mail simply goes nowhere. The pending row then sits there, and Resend is the one thing that can never fix it.
For those people you can set the account up yourself:
- When adding someone — in Invite member, choose Set the password myself, then enter their name and a password. No email is sent.
- For an invitation already stuck in the list — select Set up on that row and fill in the same two fields.
Either way the person is added with the role you chose and can sign in straight away with the email address and the password you entered. They are an ordinary member from that point on: same permissions, same everything.
- You chose their password, so you know it. Tell them, and ask them to change it from Edit profile once they are in.
- The address stays marked unverified, because nobody has proved they can receive mail there. That is only a limit in one place: workspace ownership cannot be transferred to an unverified member.
- An email address is still required, and it must be unique. If the person truly has no address, a made-up one on your own domain works — nothing is sent to it.
Prefer sending an invitation whenever the address really works: the person picks their own password and nobody else ever knows it.
Accepting an invitation
The invited person opens the link from the email, which takes them to a Join workspace page:
- New to the platform — they enter their name and choose a password. This creates their global account and adds them to your workspace with the role you chose.
- Already has an account (for example they already belong to another workspace) — they simply confirm. No new account or password is needed; the same person now belongs to both workspaces and can switch between them.
After accepting, they sign in and land in the workspace.
Managing existing members
In the Members list each row shows the person's name, email, role, status and current workload. You can:
- Change role — pick a different role from the row's selector.
- Disable / enable — a disabled member keeps their seat but can no longer sign in to this workspace. Re-enable them at any time.
- Remove — the person leaves the team and becomes a former member. See Removing a member.
Owner & last-admin protection
Two safeguards prevent a workspace from being locked out:
- The workspace owner (the account that created the workspace) is marked Owner and cannot be demoted, disabled or removed.
- The last active administrator cannot be demoted, disabled or removed — there must always be at least one admin who can manage the workspace.
The Team screen hides these actions for the owner row, and the server enforces both rules regardless.
Removing a member
Open the member's Manage panel → Account → Remove. Removing someone does not erase what they did:
- Their history stays. Messages they sent, internal notes they wrote and calls they took stay where they are, under their name marked "(former member)" — for example Ada Lovelace (former member).
- Their access ends at once. They cannot sign in to this workspace any more, their phones and browsers are signed out, and the workspace disappears from their workspace switcher. Their other workspaces are not affected.
- They stop taking work. Their open conversations go back to Waiting for assignment (or to whoever your assignment rules choose), and they are no longer offered in assignee pickers, mentions, call ringing or routing.
- Their seat is free. A former member does not count against the seats on your plan.
Their personal mailbox
If the member connected a personal email mailbox (Profile → Email), the remove dialog asks what happens to it:
| Choice | What happens |
|---|---|
| Archive it (default) | The mailbox is switched off — no new mail is fetched — and sealed: its conversations stay, but nobody can open them, administrators included. Only the workspace owner can later hand it over or delete it, from Former members. |
| Hand it over to a member | It becomes that member's personal mailbox, with all its conversations. The member must be active and must not already have a personal mailbox. |
| Delete it and its conversations | The mailbox and every conversation in it are deleted from ConnectWiz. The mailbox itself — at Google, Microsoft or your mail host — is not touched. This cannot be undone. |
A personal mailbox holds one person's private mail. Archiving keeps it from becoming visible to the team after they leave; the owner decides later whether anyone should have it.
Former members
At the bottom of Settings → Team, open Former members to see who has left: their name, the role they had, when they were removed, and whether their personal mailbox is archived. The list is read-only — nothing about a former member can be changed — except that the workspace owner can hand over or delete an archived mailbox.
Someone who deleted their own account (see Deleting your account) is listed as Former member, without a name.
Inviting someone back
Invite the same email address again. When they accept, they get their old seat back — their past messages and notes are theirs again — with the role you chose in the invitation. Departments, channel access and permission overrides are not restored; set them again.
Transferring workspace ownership
The owner can hand ownership of the workspace to another member. Ownership is confirmed with a one-time code emailed to the current owner, so only someone who controls the owner's inbox can complete the transfer.
Each member row shows whether their email is Verified or Unverified. A member must have a verified email before they can receive ownership; the Transfer ownership action is disabled for unverified members.
To transfer ownership:
- As the owner, open Settings → Team and select Transfer ownership on the member's row. (Only the owner sees this action.)
- A dialog explains that a 6-digit confirmation code will be emailed to your address. Select Send confirmation code.
- Open the email, then enter the 6-digit code on the next step and select Transfer ownership.
The code expires after 15 minutes and allows a limited number of attempts — after too many wrong codes the transfer is cancelled and you start again. You can also Cancel transfer while it is pending. A pending transfer is shown at the top of the Team screen with an Enter code button so you can finish it later.
When the transfer completes:
- The chosen member becomes the new owner and an administrator.
- The previous owner remains an administrator (they are not removed) — they simply no longer own the workspace.
Both parties must have a verified email: the transferring owner and the member receiving ownership. Only the owner can start, confirm or cancel a transfer — other administrators cannot.
Related pages
- Roles & permissions — what each role can do.
- Workspaces — the workspace model and switching between workspaces you belong to.
- Deleting your account — leaving every workspace at once.