# Manage teammates and roles

> Settings > User Management is where an admin invites teammates, promotes them to admin, grants the Recorder and Task View add-ons, allows background agents, and suspends people who leave.

- Source: https://spiich.ai/help/workspace/manage-your-team
- Section: Workspace and account
- Who can do this: Workspace admins
- Time: 5 minutes
- Last updated: 2026-08-24

## Before you start

- You are an admin of the Spiich workspace.
- For anyone who is not already a contact in your connected CRM, you know their first name, last name and email address.

User Management is the single page where an admin adds people to the workspace, decides what each of them can reach, and takes access away again. It is admin-only: a member who opens [`Settings > User Management`](https://app.spiich.ai/settings/user-management) is sent straight back to [`Settings > User Settings`](https://app.spiich.ai/settings/user).

The Members list shows each person's name and job title, a role badge reading `Member` or `Admin`, their add-on access under `Recorder` and `Task View`, and their background agent access under `Agents`. A count at the top tells you how many people are active and how many invitations are still pending.

## What a member can do, and what needs an admin

| Task | Member | Admin |
| --- | --- | --- |
| Manage their own profile, password and two-factor | Yes | Yes |
| Use Chat, meetings, tables and My Day | Yes | Yes |
| See their own Insights and set personal goals | Yes | Yes |
| Approve a background agent's proposal | Yes | Yes |
| Create a Skill for themselves | Yes | Yes |
| Share a Skill with a team or the whole company | No | Yes |
| Create a shared table | No | Yes |
| Edit organization agent context | View only | Yes |
| Invite, suspend, promote or demote members | No | Yes |
| Grant the Recorder and Task View add-ons | No | Yes |
| Grant background agent access | No | Yes |
| Create and configure teams | No | Yes |
| Require two-factor for the whole workspace | No | Yes |
| See the Insights Team tab and define CRM counts | No | Yes |
| Open Billing | No | Yes |

Being an admin unlocks the workspace-level pages. It does not widen what someone sees in your CRM, which is decided by the connection itself and by your CRM's own permissions.

## Invite a teammate

1. **Open User Management**
   Click `Settings` in the app sidebar, then `User Management` in the Account group.

2. **Fill in the invite form**
   Scroll to `Invite team members`. Under `Invite by email`, enter `First name`, `Last name` and `Email address`. Both names are required for anyone who is not already a contact in your connected CRM, and the invitation is rejected without them.

3. **Read the domain warning if one appears**
   If the address sits on a different domain from yours, Spiich warns you before you send. The invitation still goes if you continue, so only proceed if you meant to invite someone outside your organization.

4. **Send it**
   Click `Invite`. You should see `Invitation sent!`, and the person appears in the Members list marked `Pending invite`.

Underneath the email form, Spiich lists people who are already contacts in your connected CRM but not yet members. Each row carries its own `Invite` button and flips to `Added` once sent. That is the quickest way to onboard a team that already lives in the CRM.

> **Tip:** A pending invitation can be resent from the send icon on its row, or removed with the remove icon. Removing it kills the invite link, and you can invite the same person again at any time. Once someone has accepted, use Suspend instead.

## Promote someone to admin

Click the `Member` badge on their row and choose `Make admin`. The dialog says what changes: they will be able to manage team members, invite users, and reach the admin-only pages. To reverse it, click the `Admin` badge and choose `Revoke access`.

Two rules the page enforces for you. You cannot change your own role in either direction, and the last remaining admin can be neither demoted nor suspended. Promote someone else first.

## Grant the add-ons

Two capabilities are granted per person from the Members list.

- `Recorder` lets that person record and auto-transcribe calls without a bot using the desktop app, and sync the notes to the CRM straight after. See [Install the meeting recorder](/help/meetings/install-the-meeting-recorder).
- `Task View` gives them an AI-generated daily plan built from the CRM, calendar, emails, past meetings and web signals. Without it, My Day tells them tasks are off for their account.

Grant one from the column on the person's row, or use `Add for all` on the Recorder or Task View card to cover everyone who is missing it. Each dialog states what it adds to your subscription before you confirm. Cancelling is immediate, with one exception: if it is the last seat of that add-on, access runs to the end of the current billing period so the seat can be reassigned first.

> **Admin only:** Workspaces on a custom contract do not get self-serve add-on controls or seat lines here. Ask your Spiich contact to change add-on access, or write to us from [contact](/contact).

## Allow someone to build background agents

The `Agents` column is a per-person switch reading `Off` or `Allowed`. Access can also arrive two other ways, from being an admin or from a team-wide grant. In those cases the control shows `Via admin` or `Via team` and is read-only, because the per-person flag is not what is granting it. To take access away, revoke the admin role or turn off the team grant in [Teams](/help/workspace/teams).

## Suspend a member

Hover the person's row and click the `Suspend member` icon. The dialog lists any Recorder or Task View access being removed and what happens to those seats. Confirm with `Suspend`, or `Suspend and Remove Add-ons` when they hold add-ons.

> **Careful:** Suspending signs out every device that person had paired with Spiich, including the desktop Spiich Recorder. There is no self-serve account deletion in Spiich, so suspension is how a person's access is removed.

## If something goes wrong

- **The Invite button will not enable, or the invitation is rejected.** The address must be valid, and a first and last name are required for anyone who is not already a CRM contact. Addresses that are already active in a workspace, already invited, or belong to a HubSpot app service account are refused.
- **The address already belongs to another Spiich workspace.** One email address can belong to only one Spiich workspace, so the invitation is refused. Invite the person on an address that is not already in use, or contact Spiich.
- **Suspending fails with "Cannot suspend last admin" or "Cannot suspend yourself."** A workspace must always keep at least one admin, and nobody can remove their own access. Promote another member first, or ask a second admin to suspend you.
- **A member's Agents control cannot be switched off.** It reads `Via admin` or `Via team`, so the grant is coming from somewhere else. Revoke their admin role or turn off the team grant.

## Frequently asked questions

### Can a member invite people?

No. Inviting, resending, removing invitations, changing roles, granting add-ons and managing teams are all admin-only, and the request is refused even if a member types the URL by hand. Ask an existing admin to send the invitation, or to promote you from `Settings > User Management`.

### What does an invited person see?

They get an email inviting them to join your workspace on Spiich. The link opens a page where they set a password, or continue with the Google account matching the invited address. After that they land in the first-run onboarding wizard, which for a member starts at connecting email and calendar.

### How do I remove my own access?

You cannot suspend yourself. Ask another admin to suspend you from `Settings > User Management`, which removes your workspace access and signs out your paired devices. Spiich has no self-serve account or workspace deletion.

### Someone left and I removed their invitation. Can I invite them again?

Yes. Removing a pending invitation only invalidates that invite link. The person returns to the invitable list and can be invited again at any time. An invitation can only be removed while it is still pending; once accepted, use Suspend.

## Related

- [Invite your team](https://spiich.ai/help/getting-started/invite-your-team)
- [Teams](https://spiich.ai/help/workspace/teams)
- [Two-factor authentication](https://spiich.ai/help/workspace/two-factor-authentication)
- [Credits and usage](https://spiich.ai/help/workspace/credits-and-usage)
- [Talk to us](https://spiich.ai/contact)