How do team roles and access work in Whatsable?
Invite teammates to Whatsable as Owner, Admin or Member, and limit a Member to some WhatsApp numbers or to conversations with some labels. Teams are part of Pro and Agency; Bulk Message has one user.
Each person on your Whatsable team has their own login and replies under their own name. A role decides what they can manage. For a Member, you also decide which WhatsApp numbers and which conversations they can see.
Teams are part of the Pro and Agency plans. Bulk Message has one user, the owner, and Whatsable refuses invitations on it. See plans. Each teammate is a paid seat, explained in team seats.
The three roles
| Role | What the app says | What they can manage |
|---|---|---|
| Owner | The person who created the organization. | Everything, including Billing. |
| Admin | "Replies, plus invites people, edits templates and sends broadcasts. Sees everything except billing." | Team, AI agents, API keys and the settings pages. An Admin sees every conversation and every number. |
| Member | "Replies in the inbox. You choose what they can see." | Works in the inbox, inside the numbers and conversations you assign. |
A few rules follow from the roles:
- Admins can open Billing, but only to read it. Only the owner changes the plan or removes an empty seat.
- The owner can invite and manage Admins and Members. An Admin can invite and manage Members only.
- Nobody can remove or change the owner from the Team page.
- Owners and Admins are never limited. Number and label limits apply to Members only.
Invite a teammate
Owners and Admins find Team in the main menu.
Open the invite dialog
Go to Team and select Invite member.
Enter the email and pick a role
Type the person's Email and choose Admin or Member under Role.
Choose what a Member can see
For a Member, answer Which numbers can they work in? and, if you want, Narrow it to certain conversations? The next section explains both.
Send it
Select Send invite. The invitee gets an email and joins when they accept.
The access you choose travels with the invitation. When the person accepts, they join with exactly those limits. You do not need to set them again after they join.
An invitation expires after 48 hours. Under Pending invitations you can Resend it or cancel it. An organization can have up to 100 members.
Limit a Member to numbers or labels
A Member can be limited in two ways. A conversation shows up for them only when it passes both limits.
Numbers
Which numbers can they work in? A Member reads every conversation on the numbers you pick, and sends from them.
- By default, a new Member gets one number: your main number is already selected. Pick another one if they should work there instead.
- Select Advanced for two more choices: All numbers (every number, including numbers you connect later) or Only these numbers (tick several).
- If you pick no number, the app warns you: "Pick at least one number, or they see nothing."
Labels
Narrow it to certain conversations? This is optional. Choose Only these labels and tick labels, and the Member sees only conversations whose contact carries one of them. Choose All to skip this limit.
When the Member works on several numbers, the labels are grouped by number. A label used on two numbers is the same label, so ticking it once ticks it everywhere.
Change access later
On Team, select Edit access on a Member's row. The Numbers & sending and Conversations columns show their current limits. Changes apply when you select Save.
Changing a Member to Admin drops their limits. The app says so: "Sees every conversation and number. Any label or number limits are dropped."
What a limited Member cannot open
- Analytics shows totals for the whole organization, so a Member limited to numbers or labels cannot open it.
- A limited Member cannot download a broadcast's results file, because it lists the phone number of every recipient.
Use cases
- One number per branch. Give each branch's staff the number of their branch. They never see the other branches' chats.
- Sales and support on one number. Label conversations "Sales" or "Support" by keyword or with the AI agent, and limit each Member to their label.
- An agency with many clients. Connect each client's number, and limit the people who serve that client to it.
How roles work with other features
- Seats and billing. Every Admin and Member is one paid seat. The role does not change the price. See team seats.
- The AI agent. An AI agent is not a teammate and takes no seat. When an AI agent hands a conversation to a person, everyone who can see that conversation is notified. See notifications.
- API keys, Zapier, Make and n8n. Owners and Admins create API keys. A key is not a person and takes no seat.
- Webhooks. Owners and Admins set up outgoing webhooks.
If your plan is Bulk Message
Bulk Message includes only the owner. Invitations are refused, and teammates who joined on an earlier plan cannot use the app. They see "This plan has one user". They stay in your organization, and upgrading to Pro gives them their access back.
FAQ
Can I set a Member's limits before they accept the invitation?
Yes. The numbers and labels you choose in Invite member are saved with the invitation and apply when the person joins.
Can an Admin be limited to one number?
No. Only Members can be limited. To limit someone, make them a Member.
Can I make a teammate an owner?
No. Team offers only Admin and Member. An Admin sees everything except billing.
Does changing a role change my bill?
No. An Admin and a Member each take one seat.
How do team seats work in Whatsable?
Whatsable team seats on Pro and Agency. The owner seat is free, and each teammate is $12 a month, charged when they accept the invitation. A removed teammate leaves an empty paid seat until the owner removes it in Billing.
How do notifications work in Whatsable?
The Whatsable notification bell: AI handoffs, new teammates, number and account status from Meta, template reviews, contact usage, webhook failures and failed payments. Choose what your team hears about, and get alerts on your device.