Managing your team and member roles
Inviting teammates
Go to Settings → Members and send an invite by email. When the person registers with the invited email address, they
automatically join your workspace with the role you chose.
Approving requests to join
When someone signs up using an email address on your workspace's domain, they don't join automatically - their request
waits for your approval. If you can manage members, you'll see a highlighted Pending requests section at the top of
Settings → Members (and a Pending tab if you prefer to work through them there).
For each request you can:
- Approve - click Approve to add the person with the suggested role, or click the small arrow beside it to Approve as
a specific role: Team member, Approver, or Admin. Team member is the default.
- Reject - click Reject and confirm. The request is removed and the person doesn't join. They can ask again later.
You can't hand out the Workspace owner role (or anything above it) from here - that's reserved.
Roles at a glance
- Owner - full control of the workspace, including connecting Instagram accounts, billing and member management.
- Admin - manages posts and members.
- Approver - reviews and approves posts that require sign-off.
- Team member - creates and edits posts.
- Account owner - a special role for clients/brands: they can only connect and manage their own social accounts,
nothing else. Handy when a client should provide the Instagram connection but the agency does the posting.
Creating your own custom role
Alongside the built-in roles above, workspace owners and admins can create custom roles with their own specific set of
permissions. Go to Settings → Members → Custom roles and create a new role - pick exactly which actions it can perform
(posting, approving, managing accounts, and so on). Once created, a custom role appears next to the built-in ones and
can be assigned to any team member the same way, and edited or removed later from the same screen.
Connecting accounts on behalf of a client
Either the client logs in with the Account owner role and connects their Instagram themselves, or an agency owner
connects it using the client's Meta credentials in a joint session - both flows are supported.
Changing which brands an Account owner can see
An Account owner only sees the brands you gave them. You can change that at any time, even after the invite was sent.
- For someone who already joined: open Members, go to the People tab, and click Edit brands on their row. Tick the
brands they should have and click Save. The new selection replaces the old one. At least one brand must stay
selected.
- For an invite that hasn't been accepted yet: open the Invites tab, click Edit brands on the invite, and save. The
invite link they already received keeps working and its expiry date doesn't change. Use Resend if you also want to
extend it. Expired invites can't be edited - resend them first.
A brand change takes effect the next time the person signs in or their session refreshes, so they may not see it
straight away.
If an Account owner shows No brands assigned, they currently see nothing. Click Edit brands to give them access.
Limiting an Admin, Approver or Team member to certain brands
By default, Admins, Approvers and Team members can work with all brands. If you only want someone to see specific
clients, you can limit them to chosen brands.
- When inviting: pick the role, then untick All brands and choose the brands they should have. Leave All brands ticked
for full access. If you untick it, at least one brand must be selected.
- For someone who already joined: open Members, go to the People tab and click Edit brands on their row. Tick All
brands to remove the limit, or choose specific brands and click Confirm.
- When changing their role between Admin, Approver and Team member, their brand selection stays as it is. When you
move someone into one of these roles from another role, you can choose their brands right away.
A change takes effect the next time the person signs in or their session refreshes.
Seeing who has access to which brands
The brand picker shows how many brands you've chosen (for example "2 of 8 selected"). Once you have more than five
brands, a Search brands box appears above the list. If nothing is selected, a reminder asks you to choose at least one
brand, and Send stays disabled until you do. If your workspace doesn't use brands yet, the invite simply gives access to
all connected accounts.
Both lists now show access at a glance:
- Invites tab: each pending invite lists its brands as small tags, for example Brand A, Brand B +1, or All brands when
there's no limit. Hover over the tags to see the full list.
- People tab: the Access column shows the same for each member, or Whole workspace for roles that always see
everything. An Account owner with no brands shows a dash, because they currently see nothing.
Account owners and Admins, Approvers and Team members are limited by brand, not by individual social account. To change
someone's brands, use Edit brands as described above.