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Members and permissions

If more than one person helps manage your AI Experience, it’s important to understand who can access your Agentsy organization and what each person is responsible for. This guide explains how to plan team access, review available permission controls, and protect your organization’s knowledge, conversations, and settings.
Member management and role options may depend on your organization’s configuration and available features. The steps below describe what to look for rather than promising a specific role, invitation workflow, or permission control in every account.

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Understand the different kinds of access

An Agentsy experience can involve several groups of people, each with different needs. A visitor registering to chat is not the same as becoming an administrative member of your organization. For visitor registration and access options, see Guest chat and registration and Public and private access.

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Review your organization’s available controls

  1. Sign in to Agentsy using an account authorized to manage the organization.
  2. Open the organization or administrative area available to your account.
  3. Look for any member, team, invitation, or access-management settings.
  4. Review the people who currently have administrative access, if a member list is available.
  5. Check which actions the available roles or permissions actually allow before making changes.
If you don’t see team-management options, they may not be enabled for your organization or your account may not have sufficient privileges. Don’t assume a missing control means another person has been granted access.
Before adding collaborators, decide who should own the AI Experience’s configuration, knowledge updates, billing decisions, and visitor follow-up. Clear responsibilities are useful even when a single person manages everything.

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Plan permissions using least privilege

Least privilege means giving each person only the access required to do their work. For example:
  • Someone reviewing conversation quality may not need permission to change subscription or payment settings.
  • A subject-matter expert providing documents may not need access to visitor registrations.
  • A marketing collaborator preparing promotional content may not need access to private knowledge sources.
  • A person responsible for the organization’s account should have a clear process for approving sensitive changes.
These are planning examples, not a list of guaranteed Agentsy roles or granular permissions.
Avoid sharing an administrator’s password as a workaround for collaboration. If your account doesn’t support the access separation you need, contact Agentsy support to discuss the available options before sharing sensitive administrative access.

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Add or invite a collaborator

If your organization has a member invitation feature:
  1. Confirm that the person needs access to the Agentsy administrative environment.
  2. Open the available team or member-management area.
  3. Follow the on-screen invitation flow.
  4. Select an appropriate role if role selection is offered.
  5. Ask the person to accept the invitation using their own account.
  6. Verify that they can access the functions they need—and no more than intended.
If you cannot find an invitation feature, do not create a shared login or assume that visitor registration grants team access. Check with your organization administrator or Agentsy support.

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Review and remove access

Team access should be reviewed when responsibilities change, a project ends, or someone leaves your organization. Use this checklist:
  • Confirm which people still need administrative access.
  • Review the available role or permission assignments.
  • Revoke or reduce access through the supported account controls, where available.
  • Review ownership of knowledge updates, published content, and follow-up responsibilities.
  • Change any credentials that may have been shared outside approved access processes.
  • Contact support if you cannot remove access through your available settings.
A good outcome is simple: each authorized collaborator can do their work, and former collaborators no longer have unnecessary access.

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Protect sensitive information

An AI Experience can contain proprietary methods, uploaded knowledge, and information from visitor interactions. Treat access to these areas carefully. Recommended practices:
  • Use individual accounts rather than shared credentials whenever supported.
  • Review the sensitivity of documents before uploading them.
  • Give access to visitor information only to people with a legitimate business need.
  • Avoid putting passwords, secret keys, or unnecessary personal information into knowledge files.
  • Review the organization’s policies for privacy, confidentiality, and data retention.
  • Test changes in a controlled way before relying on them in a live workflow.
For broader account protection guidance, see Security.

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Coordinate work across your team

Even without a detailed permissions system, clear ownership can prevent mistakes. Your team can assign these responsibilities differently. The important part is knowing who approves changes and who follows up when something needs attention.

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Troubleshooting

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I can’t find a team or members page

Your organization may not have a member-management feature enabled, or your account may lack access to it. Ask the organization administrator or contact support for clarification.

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A colleague registered but can’t access the dashboard

Visitor registration and administrative membership serve different purposes. Registering to chat with an AI Experience does not automatically grant organization access.

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A collaborator can see more than expected

Review their available role or permission settings. If you cannot restrict access to the required scope, pause access to sensitive workflows and ask support about the supported options.

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Someone has left the team

Use the available account-management controls to revoke access promptly. If you cannot do so, contact support rather than relying on the person to stop signing in.

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Before you finish

  • Identify who is responsible for the organization’s administration.
  • Confirm which team-management controls are actually available.
  • Give collaborators only the access they need.
  • Keep visitor access separate from administrative access.
  • Establish a process for reviewing and revoking access.
  • Document who owns knowledge, configuration, and human follow-up.