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Team & Organization

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Overview

The Team & Organization settings page is where you configure your workspace identity and manage who has access to your ZappWay organization. Everything from your company name and logo to individual member permissions is controlled here. To access Team settings: 
ZappWay Dashboard
└── Sidebar Menu → Settings → Organization
    ├── Organization Identity (name, icon)
    └── Team Management (invite, roles, seats, removal)

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Organization Settings

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Organization Name

The organization name appears throughout the dashboard and is visible to all members of your workspace:
  • In the organization switcher (top-left corner of the dashboard)
  • In billing invoices and receipts
  • In invite emails sent to new members
To update the organization name:
  1. Navigate to Settings → Organization
  2. Click the Organization Name field
  3. Enter the new name
  4. Click Save

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Organization Icon

The icon (logo) represents your organization in the dashboard switcher and throughout the interface. It helps team members quickly identify the correct workspace when belonging to multiple organizations. To update the icon:
  1. Navigate to Settings → Organization
  2. Click on the current icon or the upload area
  3. Select an image from your computer (PNG, JPG, WebP — square format recommended)
  4. The icon updates immediately
Only users with the Admin or Owner role can modify the organization name or icon. Members and Operators will see these fields as read-only.

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Team Management

ZappWay is built for collaboration. You can invite colleagues to help manage flows, train your AI Employee, monitor the Inbox, and respond to contacts — all with appropriate access levels.

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Member Roles

ZappWay uses a role-based access control system. Each member is assigned one of the following roles:
RoleDescriptionKey Permissions
OwnerThe account creator and primary administratorFull access to everything, including billing and ownership transfer
AdminTrusted administratorFull access except transferring ownership or deleting the organization
MemberStandard team collaboratorAccess to flows, inbox, contacts, and datastores; cannot manage billing or team members
OperatorSupport-focused roleAccess to the Inbox and conversation management only; no access to flows or settings
Use the Operator role for support agents who only need to monitor and respond to conversations in the Inbox. This keeps your flows and settings secure from accidental changes.

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Inviting Members

Add colleagues to your organization in a few steps:
  1. Navigate to Settings → Organization → Team Members
  2. Locate the Invite Member input field
  3. Enter the email address of the person you want to invite
  4. Select their role from the dropdown (Member, Operator, Admin)
  5. Click Invite
The invited person receives an email with a secure link to join your organization. If they don’t have a ZappWay account yet, they’ll be prompted to create one before accepting the invite.

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Invite Status

After sending an invite, you can monitor its status in the members list:
StatusMeaning
PendingInvitation sent but not yet accepted
JoinedMember has accepted the invite and has active access
If an invite is not accepted:
  • Invites expire after 7 days
  • To resend, remove the pending entry and send a new invite to the same address
  • Ask the invitee to check their spam/junk folder if they didn’t receive the email

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Seat Limits

Each ZappWay plan includes a maximum number of active team members (seats). The interface shows your current usage in real time (e.g., 2/5 seats used).
PlanSeat Limit
Free1 member
ProExpanded limit — see your Billing page for the exact number
EnterpriseCustom — configured as part of your enterprise agreement
When you reach your seat limit:
  • New invitations cannot be sent until a seat is freed
  • To add more members, either upgrade your plan in Billing or remove an existing member to free up a seat
Pending invitations count against your seat limit. If you have unused pending invites, consider cancelling them to recover seats.

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Managing Existing Members

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Changing a Member’s Role

  1. Navigate to Settings → Organization → Team Members
  2. Find the member in the list
  3. Click the Role dropdown next to their name
  4. Select the new role
  5. The change takes effect immediately — no confirmation email is sent

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Removing a Member

To revoke a member’s access to your organization:
  1. Navigate to Settings → Organization → Team Members
  2. Click the trash icon next to the member’s name
  3. Confirm the removal in the dialog
What happens after removal:
  • The member loses access immediately
  • Their seat is freed up instantly and available for a new invitation
  • Any conversations assigned to them in the Inbox remain assigned and must be manually reassigned
  • Their past activity in logs and audit records is preserved
The Owner of an organization cannot be removed by any other member. To transfer ownership to another user or to delete the organization entirely, contact support@zappway.ai.

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Multiple Organizations

A single ZappWay account can belong to multiple organizations. This is useful for agencies, consultants, or teams managing separate projects under different workspaces. Switching between organizations:
  1. Click the organization name or logo in the top-left corner of the dashboard
  2. A dropdown lists all organizations your account belongs to
  3. Click any organization to switch context
Each organization has its own isolated:
  • Flows and ZappFlux automations
  • AI Employee agents and datastores
  • Contacts and Inbox conversations
  • Billing plan and team members

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Troubleshooting

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Issue: Invite Email Not Received

Symptoms:
  • Invited member says they never received the invitation
Solutions:
  1. Ask them to check their spam or junk folder — invite emails sometimes land there
  2. Verify you entered the correct email address
  3. Remove the pending invite and resend to the same address
  4. If the domain has strict email filtering (corporate IT), ask them to whitelist @zappway.ai

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Issue: Cannot Change a Member’s Role

Symptoms:
  • Role dropdown is greyed out or missing
  • Changes don’t save
Solutions:
  1. Verify your own role — only Admins and Owners can change other members’ roles
  2. You cannot change the role of the Owner — this requires an ownership transfer via support
  3. Refresh the page and retry

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Issue: Seat Limit Reached but No Active Members to Remove

Symptoms:
  • Cannot invite new members even though some team members are inactive
Solutions:
  1. Check for Pending invites — these count toward your seat limit; cancel any unused ones
  2. Remove members who no longer need access
  3. Upgrade your plan in Billing to increase your seat limit

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Issue: Removed Member Still Has Access

Symptoms:
  • Former member can still log in and see organization data
Solutions:
  1. Confirm the removal was saved — the member should no longer appear in the team list
  2. If they were logged in at the time of removal, their active session may last until it expires naturally
  3. Contact support@zappway.ai immediately if you believe an unauthorized user still has access

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Best Practices

1. Assign the Least Privileged Role Give members only the access they need. Use the Operator role for support agents, Member for general collaborators, and reserve Admin for trusted leads who manage settings. 2. Audit Your Team Regularly Periodically review the members list and remove anyone who has left the team or no longer needs access. This is especially important for security and for managing seat limits. 3. Cancel Unused Pending Invites Pending invites consume seats. If someone didn’t accept an invite, cancel it and re-invite when they’re ready — don’t leave stale invites open. 4. Keep Organization Branding Updated Ensure your organization name and icon reflect your current brand. This matters especially when managing multiple organizations in the same account, as the icon is the fastest visual identifier in the switcher.

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Support

Need help with Team or Organization settings? Contact ZappWay Support:
  • Email: support@zappway.ai
  • Include: Your organization name, the affected member’s email, and a description of the issue
For ownership transfers or organization deletion:
Last Updated: March 2026 Platform: ZappWay Dashboard — Team & Organization