Team Management

Waflow allows you to collaborate with your team on WhatsApp campaigns. This guide covers inviting team members, understanding roles and permissions, and managing team access across workspaces.

Understanding Team Roles

Waflow has three workspace roles with different permission levels:

Owner

The workspace owner has full control:

• All permissions of Admin and Member
• Can delete the workspace
• Can transfer ownership
• Manages billing settings
• Cannot be removed by others

Each workspace has exactly one owner. Ownership can be transferred to another user.

Admin

Admins have broad management access:

• All permissions of Member
• Can invite and remove team members
• Can change member roles
• Can manage workspace settings
• Can connect/disconnect WhatsApp
• Cannot delete the workspace
• Cannot access billing

Member

Members can perform day-to-day tasks:

• Create and send campaigns
• Manage contacts (add, edit, delete, import)
• Create and edit templates
• View analytics and reports
• Use the API
• Cannot manage team members
• Cannot access workspace settings

Permission Matrix

Inviting Team Members

Step-by-Step Guide

1. Navigate to Settings > Team in your workspace
2. Click the Invite Member button
3. Enter the team member's email address
4. Select a role (Admin or Member)
5. Optionally add a personal message
6. Click Send Invitation

The invitee will receive an email with a link to join.

Invitation Process

When you send an invitation:

1. Email Sent: Invitation email goes to the recipient
2. Link Clicked: Recipient clicks the join link
3. Account Created: If new to Waflow, they create an account
4. Access Granted: They're added to the workspace

Invitations expire after 7 days. You can resend expired invitations.

Bulk Invitations

To invite multiple team members at once:

1. Go to Settings > Team
2. Click Bulk Invite
3. Enter email addresses (one per line or comma-separated)
4. Select the role for all invitees
5. Click Send Invitations

All invitees will receive individual invitation emails.

Managing Existing Members

View Team Members

Go to Settings > Team to see:

• All workspace members
• Their roles
• When they joined
• Last active date
• Pending invitations

Change a Member's Role

To change someone's role:

1. Go to Settings > Team
2. Find the member in the list
3. Click the role dropdown next to their name
4. Select the new role
5. Confirm the change

Role changes take effect immediately.

Note: Only Owners and Admins can change roles. An Admin cannot promote someone to Owner.

Remove a Team Member

To remove someone from the workspace:

1. Go to Settings > Team
2. Find the member
3. Click the Remove button (trash icon)
4. Confirm removal

The removed member:

• Immediately loses access to the workspace
• Retains their Waflow account
• Can be re-invited later

Cancel Pending Invitations

To cancel an invitation that hasn't been accepted:

1. Go to Settings > Team
2. Find the pending invitation
3. Click Cancel

The invitation link will no longer work.

Transferring Ownership

Only the current owner can transfer ownership:

1. Go to Settings > Team
2. Click Transfer Ownership
3. Select the new owner from existing members
4. Enter your password to confirm
5. Click Transfer

After transfer:

• The new owner has full control
• You become an Admin
• This action cannot be undone by you

Warning: Choose carefully. Once ownership is transferred, you cannot reclaim it without the new owner's action.

Multi-Workspace Access

Users can be members of multiple workspaces with different roles:

[email protected]
├── Workspace: "Marketing" (Owner)
├── Workspace: "Sales" (Admin)
└── Workspace: "Support" (Member)

Each workspace membership is independent. Being an Owner in one workspace doesn't grant any privileges in another.

Accepting Multiple Invitations

When invited to a new workspace:

1. Click the invitation link in your email
2. Log in to your existing Waflow account
3. Accept the invitation
4. The new workspace appears in your workspace selector

Leaving a Workspace

To leave a workspace where you're not the owner:

1. Switch to that workspace
2. Go to Settings > Team
3. Click Leave Workspace
4. Confirm your decision

You'll immediately lose access but can be re-invited later.

Note: Owners cannot leave their workspace. Transfer ownership first.

Team Activity Log

Track what your team is doing:

Viewing Activity

1. Go to Settings > Activity Log
2. See a chronological list of actions
3. Filter by user, action type, or date range

Logged Actions

The activity log captures:

Exporting Activity Log

1. Go to Settings > Activity Log
2. Set your date range and filters
3. Click Export
4. Download as CSV

Useful for compliance audits and security reviews.

Best Practices

Role Assignment Guidelines

Security Recommendations

1. Limit Admins: Only grant Admin access to those who need to manage the team
2. Regular Audits: Review team members quarterly
3. Remove Inactive Users: Remove access for departed employees immediately
4. Unique Accounts: Each person should have their own account (no shared logins)
5. Strong Passwords: Encourage or require strong passwords
6. Two-Factor Authentication: Enable 2FA for all team members

Onboarding New Team Members

When adding new team members:

1. Invite with appropriate role - Start with Member, promote if needed
2. Share documentation - Point them to relevant guides
3. Schedule training - Walk through key workflows
4. Set expectations - Clarify what they can/should do
5. Monitor initially - Review their first few actions

Offboarding Team Members

When someone leaves:

1. Remove immediately - Don't delay access removal
2. Review their work - Check pending campaigns
3. Reassign ownership - Transfer any owned items
4. Update documentation - Remove them from any access lists
5. Audit activity - Review recent actions if needed

Troubleshooting

Invitation Email Not Received

Problem: Team member says they didn't get the invitation

Solutions:

• Check spam/junk folder
• Verify the email address is correct
• Resend the invitation
• Ask them to add [email protected] to contacts
• Try a different email address

Cannot Remove Team Member

Problem: Remove button is disabled or not working

Possible causes:

• You don't have Admin or Owner role
• You're trying to remove the Owner
• You're trying to remove yourself (use "Leave" instead)

Role Change Not Taking Effect

Problem: Changed someone's role but they still have old permissions

Solutions:

• Ask them to log out and log back in
• Clear browser cache
• Wait a few minutes for propagation
• Contact support if issue persists

Lost Owner Access

Problem: The workspace owner left the company

Solutions:

• Contact Waflow support with proof of business ownership
• We can help transfer ownership in verified cases
• Provide business documentation

Team Limits by Plan

Need more team members? Upgrade your plan or contact sales.

API Access for Teams

Team members with API access can:

• Generate personal API keys
• Access workspace data via API
• Build integrations

To manage API access:

1. Go to Settings > API
2. View active API keys
3. Revoke keys for departed members

See API Documentation for details.

Next Steps

Now that your team is set up:

• Import contacts - Build your audience
• Create templates - Design messages
• Launch a campaign - Start messaging