Team & Members

Collaborate with your team by inviting members, assigning roles, and managing permissions in Whatify.

Overview

Team management allows you to:

• Invite team members to your organization
• Assign roles and permissions
• Track team activity
• Manage member access
• Collaborate on campaigns

Accessing Team Management

Navigate to Settings → Team to:

• View all team members
• See pending invitations
• Invite new members
• Manage member roles
• Remove team access

Team Roles

Role Hierarchy

Whatify has four default roles with different permission levels:

Owner

Full control of the organization:

• All admin capabilities
• Manage billing and subscription
• Delete organization
• Transfer ownership
• Access to all features and data

Limitations:

• Only one owner per organization
• Cannot be removed (must transfer ownership first)

Admin

Manage organization and team:

• Invite and remove members
• Manage devices and connections
• Create and manage API tokens
• Full access to contacts and messages
• Configure organization settings
• View billing (but cannot modify)

Cannot:

• Delete organization
• Transfer ownership
• Modify billing details

Member

Day-to-day operations:

• Send and receive messages
• Manage contacts and tags
• Create and run campaigns
• View message history
• Edit organization details

Cannot:

• Manage team members
• Configure devices
• Create API tokens
• Access billing

Viewer

Read-only access:

• View contacts
• View messages and campaigns
• View analytics and reports
• View organization settings

Cannot:

• Send messages
• Edit contacts
• Create campaigns
• Change any settings

Inviting Team Members

Send Invitation

Add new members to your team:

1. Navigate to Settings → Team

2. Click + Invite Member button

3. Fill in invitation details:

   Email Address (required):

   • Member's work email
   • One email per invitation
   • Can invite multiple by repeating process

   Role (required):

   • Select appropriate role (Admin, Member, or Viewer)
   • Consider principle of least privilege
   • Can be changed later

   Personal Message (optional):

   • Add welcome message
   • Explain their role
   • Provide context

4. Click Send Invitation

Bulk Invitations

Invite multiple members at once:

1. Click Bulk Invite
2. Enter multiple email addresses (one per line)
3. Select default role for all invitees
4. Add optional message
5. Click Send Invitations

Invitation Email

Invitees receive an email containing:

• Organization name
• Inviter's name
• Assigned role
• Accept Invitation button
• Link valid for 7 days

Managing Invitations

Viewing Pending Invitations

See all sent invitations at Settings → Team → Pending:

Invitation Status:

• Pending: Sent, awaiting acceptance
• Accepted: Member joined successfully
• Expired: Invitation expired (7 days)
• Cancelled: Invitation revoked

Resending Invitations

If member didn't receive invitation:

1. Find invitation in pending list
2. Click Resend button
3. New invitation email is sent
4. Previous invitation remains valid

Cancelling Invitations

Revoke a pending invitation:

1. Find invitation in pending list
2. Click Cancel or ... → Cancel
3. Confirm cancellation
4. Invitation link becomes invalid

Managing Team Members

Viewing Team List

Team member list shows:

Member Information:

• Name and avatar
• Email address
• Role and badge
• Join date
• Last active time
• Status (Active, Offline)

Filter Options:

• Filter by role
• Search by name/email
• Sort by join date, last active, role

Member Details

Click on any member to view:

Profile:

• Full name
• Email address
• Role and permissions
• Join date
• Last login
• Account status

Activity:

• Messages sent
• Campaigns created
• Contacts added
• Recent actions

Devices:

• Devices they can access
• Default device
• Usage statistics

Editing Member Information

Update member details:

1. Click on member or Edit icon
2. Modify:
   • Display name
   • Role
   • Permissions (custom roles)
   • Default device access
3. Click Save Changes

Note: Cannot edit email address. Remove and re-invite instead.

Changing Member Roles

Update Role

Change a member's role:

1. Find member in team list
2. Click Role dropdown or Edit
3. Select new role:
   • Upgrade: Member → Admin
   • Downgrade: Admin → Member
   • View-only: Any → Viewer
4. Click Save or Update Role

Changes take effect immediately:

• Member sees updated permissions on next page load
• Active sessions remain valid
• New permissions apply to future actions

Bulk Role Changes

Change roles for multiple members:

1. Select members using checkboxes
2. Click Bulk Actions → Change Role
3. Select new role
4. Confirm changes

Removing Team Members

Remove Single Member

Remove a member from organization:

1. Find member in team list
2. Click Remove or ... → Remove Member
3. Confirm removal

What Happens:

• Member loses access immediately
• Active sessions are terminated
• Member can be re-invited later
• Their historical data remains

Remove Multiple Members

Bulk remove team members:

1. Select members using checkboxes
2. Click Bulk Actions → Remove Members
3. Review selected members
4. Confirm removal

Removing Yourself

Leave an organization:

1. Navigate to Settings → Organization
2. Click Leave Organization
3. Confirm you want to leave

Note: Owners must transfer ownership before leaving.

Team Permissions

Permission Matrix

Full permission breakdown by role:

Custom Permissions (Enterprise)

Create custom roles with specific permissions:

1. Navigate to Settings → Roles
2. Click Create Custom Role
3. Name the role (e.g., "Campaign Manager", "Support Agent")
4. Select specific permissions from list
5. Save custom role
6. Assign to team members

Use Cases:

• Campaign Manager: Can create campaigns but not access billing
• Support Agent: Can view/send messages but not delete
• Analyst: Read-only access to analytics
• Developer: API access only, no dashboard access

Team Activity

Activity Dashboard

Monitor team activity at Settings → Team → Activity:

Recent Actions:

• Member logins
• Messages sent by each member
• Contacts added/edited
• Campaigns created
• Settings changed
• Device connections

Activity Metrics:

• Most active members
• Action breakdown by type
• Time-based activity chart
• Team collaboration stats

Activity Logs

Detailed activity logs show:

Log Entry Contains:

• Member name
• Action performed
• Timestamp
• Resource affected (contact, message, etc.)
• IP address
• Device used

Filter Logs:

• By member
• By action type
• By date range
• By resource

Export Logs:

• Download as CSV
• Generate PDF report
• Schedule regular reports

Team Collaboration

Shared Resources

All team members share:

Organization Data:

• Contacts database
• Message history
• Campaign templates
• Tags and labels

Devices:

• WhatsApp connections
• API tokens (if permissioned)
• Message queues

Settings:

• Organization preferences
• Default templates
• Custom fields

Collaboration Features

Mentions and Notes:

• @mention team members in contact notes
• Add internal notes to conversations
• Assign conversations to specific members

Templates:

• Share message templates
• Collaborate on campaign content
• Version control for templates

Workflows:

• Assign tasks to team members
• Set up approval workflows
• Track task completion

Team Notifications

Notification Settings

Configure team notifications at Settings → Notifications:

Per-Member Settings:

• Email notifications
• In-app notifications
• Desktop notifications
• Mobile push (if app installed)

Notification Types:

• New message received
• Campaign completed
• Device disconnected
• New team member joined
• Role changed
• Invitation accepted

Notification Preferences

Members can customize their own:

1. Click profile icon → Notification Preferences
2. Toggle notification types
3. Set quiet hours
4. Choose notification channels
5. Save preferences

Team Security

Security Best Practices

Access Control:

1. Follow principle of least privilege
2. Regular permission audits
3. Prompt removal of inactive members
4. Review team quarterly

Password Policies:

• Require strong passwords
• Enforce password expiration
• Enable two-factor authentication
• Monitor login attempts

Data Protection:

• Limit data export permissions
• Track sensitive data access
• Encrypt communications
• Regular security training

Two-Factor Authentication

Require 2FA for team members:

Organization-wide 2FA:

1. Navigate to Settings → Security
2. Enable Require 2FA for all members
3. Set grace period (e.g., 7 days)
4. Members must enable 2FA or lose access

Per-Member 2FA:

• Members enable in their account settings
• QR code setup
• Backup codes provided
• SMS or authenticator app

IP Whitelist

Restrict access to specific locations:

1. Navigate to Settings → Security
2. Enable IP Restriction
3. Add allowed IP addresses
4. Save settings

Members outside IP range cannot access.

Offboarding Process

Removing Team Members

When a team member leaves:

Before Removal:

1. Transfer ownership of resources
2. Reassign campaigns and conversations
3. Export their data if needed
4. Update documentation

During Removal:

1. Remove from organization
2. Revoke API tokens they created
3. Update team communication
4. Remove from external tools

After Removal:

1. Audit their access logs
2. Change shared passwords
3. Update team roster
4. Archive their data

Troubleshooting

Invitation Not Received

Check:

• Spam/junk folder
• Email address is correct
• Invitation not expired
• Email server not blocking

Solutions:

• Resend invitation
• Try different email
• Copy invitation link manually
• Contact support

Can't Change Member Role

Possible Reasons:

• You don't have permission (must be Owner or Admin)
• Trying to change Owner role (transfer ownership instead)
• Role doesn't exist in your plan
• Member hasn't accepted invitation yet

Member Can't Access Features

Verify:

• Member's role permissions
• Feature enabled in plan
• Organization settings
• Device access configured

Too Many Team Members

Solutions:

• Remove inactive members
• Upgrade to higher plan
• Use Viewer role for read-only users
• Archive old accounts

Team Limits

Based on subscription plan:

Next Steps

• Organization Management - Manage your organization
• Roles & Permissions - Custom permission setup
• Security Settings - Enhanced security
• Billing - Add seats to plan