> ## Documentation Index
> Fetch the complete documentation index at: https://docs.zappway.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Team & Organization

> Manage your organization's identity, invite team members, assign roles, and control seat usage in ZappWay.

# Team & Organization

## 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)
```

***

## Organization Settings

### 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**

### 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

<Note>
  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.
</Note>

***

## 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.

### Member Roles

ZappWay uses a role-based access control system. Each member is assigned one of the following roles:

| Role         | Description                                   | Key Permissions                                                                         |
| ------------ | --------------------------------------------- | --------------------------------------------------------------------------------------- |
| **Owner**    | The account creator and primary administrator | Full access to everything, including billing and ownership transfer                     |
| **Admin**    | Trusted administrator                         | Full access except transferring ownership or deleting the organization                  |
| **Member**   | Standard team collaborator                    | Access to flows, inbox, contacts, and datastores; cannot manage billing or team members |
| **Operator** | Support-focused role                          | Access to the Inbox and conversation management only; no access to flows or settings    |

<Tip>
  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.
</Tip>

***

## 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.

### Invite Status

After sending an invite, you can monitor its status in the members list:

| Status      | Meaning                                              |
| ----------- | ---------------------------------------------------- |
| **Pending** | Invitation sent but not yet accepted                 |
| **Joined**  | Member 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

***

## 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`).

| Plan           | Seat Limit                                                                       |
| -------------- | -------------------------------------------------------------------------------- |
| **Free**       | 1 member                                                                         |
| **Pro**        | Expanded limit — see your [Billing](/settings/billing) page for the exact number |
| **Enterprise** | Custom — 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](/settings/billing) or remove an existing member to free up a seat

<Note>
  Pending invitations count against your seat limit. If you have unused pending invites, consider cancelling them to recover seats.
</Note>

***

## Managing Existing Members

### 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

### 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

<Warning>
  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](mailto:support@zappway.ai).
</Warning>

***

## 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

***

## Troubleshooting

### 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`

### 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

### 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](/settings/billing) to increase your seat limit

### 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](mailto:support@zappway.ai) immediately if you believe an unauthorized user still has access

***

## 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.

***

## Support

Need help with Team or Organization settings?

**Contact ZappWay Support:**

* Email: [support@zappway.ai](mailto:support@zappway.ai)
* Include: Your organization name, the affected member's email, and a description of the issue

**For ownership transfers or organization deletion:**

* These actions require verification — contact [support@zappway.ai](mailto:support@zappway.ai) directly

***

**Last Updated:** March 2026
**Platform:** ZappWay Dashboard — Team & Organization

***