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

# Team Management

> Invite team members, assign the owner, admin, and member roles, and manage pending invitations

## Overview

Every organization has an owner, and any number of admins and members. Owners and admins manage the organization and its people; members do the work. Invitations go out by email and are managed from **Settings > Members**.

## Inviting Team Members

<Steps>
  <Step title="Open the Members page">
    Go to **Settings > Members**.
  </Step>

  <Step title="Invite">
    Click **Invite Member** and enter the person's email address. Disposable email addresses are rejected.
  </Step>

  <Step title="Choose a role">
    Pick **Member** or **Admin**.
  </Step>

  <Step title="Send">
    Click send. The recipient gets an email saying you invited them to join the organization, with a link to accept.
  </Step>
</Steps>

<Info>
  Only owners and admins can invite people.
</Info>

### Team Member Limits

Each plan includes a number of team member seats. When the organization has used them all, sending or resending an invitation fails with a message and a **View plans** link to **Settings > Billing & Usage**. Upgrade to add more seats.

## Roles and Permissions

Kolaria has three roles. Permissions are enforced on the server, so the rules below apply to the dashboard and to anything that acts on your behalf.

### Owner

The person who created the organization. There is exactly one owner.

* Everything an admin can do
* Delete the organization
* Cannot be removed, and cannot have their role changed
* Cannot leave the organization; they delete it instead

<Warning>
  Ownership cannot be transferred from the Members page. The only place ownership moves is during account deletion: when an owner deletes their Kolaria account, they choose for each organization they own whether to transfer it to another member or delete it.
</Warning>

### Admin

* Change organization settings (name, slug, logo)
* Invite people, change roles between Member and Admin, remove members
* Resend and cancel invitations
* Everything a member can do

### Member

* Create, edit, publish, and delete content
* Use chat, GEO, schedules, event triggers, integrations, brand identities, skills, and API keys
* View the members list and pending invitations

Members cannot change organization settings or manage other people.

<Note>
  Billing is not restricted by role: anyone in the organization can open **Settings > Billing & Usage**, change the plan, and open the customer portal.
</Note>

## Managing Team Members

The **Members** tab lists every person in the organization with their name, email, and role.

### Changing a Role

1. Find the member in the list
2. Open the action menu at the end of the row
3. Choose **Change role**
4. Pick **Member** or **Admin** and confirm

Role changes take effect immediately.

### Removing a Member

1. Find the member in the list
2. Open the action menu
3. Choose the remove option and confirm

<Warning>
  Removal takes effect immediately. The person loses access to the organization and everything in it.
</Warning>

The owner's row has no action menu because the owner cannot be changed or removed.

## Pending Invitations

The **Pending** tab shows the number of open invitations and lists each one with the email address, the role it grants, and when it expires.

**Resend an invitation**

1. Open the action menu on the invitation
2. Choose resend and confirm
3. A fresh email is sent

**Cancel an invitation**

1. Open the action menu on the invitation
2. Choose cancel and confirm
3. The link in the email stops working

<Note>
  Invitations expire. If someone has not accepted by the date in the Expires column, resend it.
</Note>

## Accepting an Invitation

<Steps>
  <Step title="Open the email">
    Click the link in the invitation email.
  </Step>

  <Step title="Sign in or create an account">
    If you do not have a Kolaria account, create one with the invited email address. Existing users sign in.
  </Step>

  <Step title="Start working">
    You are added to the organization with the role from the invitation and taken to the workspace.
  </Step>
</Steps>

## Multiple Organizations

You can belong to several organizations with a different role in each.

### Switching Organizations

Click the organization name at the top of the sidebar and pick another one. Kolaria remembers the workspace you visited last.

### Managing Your Memberships

Go to **Settings > Account** and scroll to the organizations section. Every organization you belong to is listed with:

* **View**: switch to that organization
* **Leave**: remove yourself from an organization you do not own

Owners see a delete option instead of leave. You must always keep at least one organization.

<Warning>
  If you leave an organization you need a new invitation to get back in.
</Warning>

## Best Practices

<Tip>
  **Use Member by default.** Give Admin only to people who need to change settings or manage the team.
</Tip>

<Tip>
  **Review the list periodically.** Remove people who no longer need access and cancel invitations that were never accepted.
</Tip>

<Tip>
  **Invite with the right email.** Invitations are tied to the address you enter; the person should sign in with that address.
</Tip>