← All documentation · Team & Workspace

Invite your team & manage roles

Invite teammates, understand invitation links and seats, change or remove members, and control access with custom roles built on a View to Manage matrix.

11 min read · Last updated 2026-10-21

Everything about your team lives under Workspace in the sidebar: Team Members (who's in, with what role), Invitations (who's been asked), and Roles & Permissions (what each role can see and do). The Team Management header cards give you the counts at a glance — total members, pending invites, roles, and permission resources.

Invite a team member

1. Open the invite dialog. On Workspace → Team Members (or Invitations), click Invite User. The dialog is titled Invite Team Member.
2. Enter their email and role. Fill in Email Address and pick a Role from the dropdown — the invitee will join with exactly this role (you can change it later). Click Send Invitation.
3. They receive an email link. An invitation email goes out with a secure link that expires in 7 days. The pending invite appears on the Invitations screen with its expiry date.
4. They accept. The link opens LogAI's accept page. Existing users see Welcome back! and sign in; people without an account see Create your account and sign up — either way, with the exact email that was invited. On acceptance they land directly in your organization with the assigned role, and an HR employee profile is created for them automatically. If acceptance fails, the page shows the reason — for example “This invitation is for a different email address. Please log in with the invited email.”, “Invitation has expired” or “Invitation has been revoked”.

What a new member sees first: Members land on Home → Overview. If their role doesn't have View on Dashboard (under Home in the access table), they see a welcome page instead of the business dashboard — a greeting with their name, today's date and your organization's name, and one button for each section of the sidebar their role can open. No figures from your business are shown.

Invites use subscription seats: When your active users already fill every seat you've bought, sending an invite opens You're out of seats (“Your subscription covers N seat(s), but your organisation already has M active user(s)…”). Choose Seats to add, check the charge and click Add N seats for ₹X to pay through Razorpay without leaving the screen — the seats go live as soon as Razorpay confirms, and you can send the invite. Plans & billing opens Workspace → Subscriptions instead, or remove a member to free a seat.

Need to resend an invite?: There's no resend button — revoke the pending invitation on the Invitations screen and send a fresh one to the same email. Each email can have only one active pending invitation at a time.

Manage pending invitations

Workspace → Invitations lists all pending, unexpired invites with their role, status, and expiry. Revoke one with the ✕ action (“The recipient will no longer be able to join.”) or select several and bulk-revoke — the links stop working immediately, and the email can be re-invited right away. Accepted, revoked, and expired invitations disappear from this list; accepted members show up on Team Members instead.

Change roles and remove members

• Change a role — on Team Members, click the role badge on a member's row and pick the new role. It takes effect immediately across the whole app. (Requires Update and Manage on Permissions.)
• Remove a member — click the trash icon and confirm. They instantly lose access to this organization, their HR employee profile is deactivated, and a subscription seat is freed. Their LogAI account itself isn't deleted — rejoining just needs a new invitation.
• Bulk actions — select multiple rows to change roles or remove members in one go; toasts report successes and failures separately.

Roles & permissions explained

LogAI uses role-based access control. A role's access is a table of areas: one row per resource (Lead, Contact, Deal, Order, Invoice, Payment, Product, Task, Calendar, Campaign, Workflow, Employee, and so on — the small grey text under each name is its code), grouped under headings that match the sidebar — Home, Sales, Marketing, Catalog, Commerce, Store, AI Studio, Collaboration, Workflows, Reporting, HR, Settings, Workspace, with anything else (Books, for example) under Other. Each row has five flags, and they are independent: every button in the app checks the one flag for the action it performs, so Delete doesn't include Update and Manage doesn't include Create.

What Manage covers in each area

Manage is where most custom roles go wrong, because the same flag means a different action in each area. These are the controls that stay disabled or hidden until a role has Manage on the resource:

Super Admin is the only built-in role — it's assigned automatically to the organization's creator, bypasses every permission check, and can't be edited or deleted (it carries a System badge). Everything else is a custom role you create, and a system role's grid is shown read-only. The role pickers on Team Members — the role badge, bulk role change and the invite dialog — now list it too (as super_admin). Only a Super Admin can make someone else one; anyone else gets “Only super admins can assign system roles”. An invitation can't carry it yet, so invite with a custom role and switch the person to Super Admin on Team Members once they've joined.

Costs, locations and purchasing

Five areas arrived with inventory costing, locations and purchasing. Super Admin has them all; for custom roles, check them after the update:

Catalog → Stock History and stock adjustments follow the Product area. See product costing and margins, inventory locations, stock history and purchases and suppliers for what each screen does.

Create a custom role

1. Open Roles & Permissions. Go to Workspace → Roles & Permissions and click New role at the top of the Roles list.
2. Name it. Enter a Role name (up to 50 characters, must be unique) and an optional Description (up to 255 characters), then click Create and set access. The role is created with no access yet.
3. Choose its access. The new role opens on its access table. Each row has View, Create, Update, Delete and Manage, plus Full access to switch every action on or off; click anywhere in a cell to toggle it. Turning on any action also turns on View, and turning View off clears the row. The row under each group heading (Sales, Commerce, …) sets that flag for the whole group. Search areas, e.g. leads or invoices finds a row, All areas / With access (N) narrows the table to what the role can already open, and Expand all / Collapse all fold the groups.
4. Save. Changed rows are highlighted and the bar at the bottom counts them (“3 areas changed”). Click Save access, or Discard to undo your edits. Access changes can take up to 60 seconds to reach people already signed in.
5. Assign it. The new role appears in the invite dialog and in the role dropdown on Team Members.

Editing and deleting a role: Select a role to see its access. Edit (beside the role's name) renames it or changes its description — Save role; Delete removes it after you confirm. A role that still has members assigned can't be deleted — the error tells you how many users hold it, so move them to another role first. To change what a role can do, adjust the table and click Save access; access is saved separately from the name and description and applies to everyone holding the role within about a minute. If you pick another role with unsaved changes, LogAI asks before discarding them.

Who can administer the team

Viewing Team Members needs View on Team, and removing a member needs Delete on Team. On Invitation: View to see pending invites, Update + Manage to send one (the Invite User button only appears with Manage), and Delete + Manage to revoke one. Changing a member's role needs Update + Manage on Permissions. On the Roles & Permissions page itself: View to see roles, Create to add one, Update to rename one, Delete to delete one, and Manage to set or change a role's access (without it the table is read-only, and a role you create starts with no access). The Super Admin has all of this by default. The same grid governs the xLog assistant: it can only read and change what your own role can.

Open the LogAI app — start free, no credit card required.