Teammates & access

The app gives each person specific privileges instead of a job title. You set them per workspace, in the workspace's settings. Adding teammates requires a Pro plan.

You add a teammate to a workspace, not to your whole account. Being in a workspace lets them open its cases. What they may change, which views they get, and which files and fields they see are set for that workspace alone.

A person can be in several of your workspaces, with different settings in each. For example, someone can be a workspace admin in one workspace and a teammate limited to their assigned cases in another.

There are three kinds of people:

• Owner: The account that owns the workspaces. The owner is in every workspace and sees everything.
• Teammate: Anyone you add to a workspace. A teammate can also be a Workspace admin there.
• Client: An external person who signs in at /portal. Clients see only the cases you share with them and take no seat. Clients never appear in the team list.

OwnerEvery workspace, seats, billing, and the Agreement

Workspace adminThat workspace's settings, team, and configuration

TeammateThat workspace's cases, within their capabilities

ClientShared cases in the portal only

Joining a team never replaces your own account. Everyone keeps one, with its own plan, workspaces, templates and AI token balance. Another owner's workspaces stay theirs, and you see only the ones they added you to.

Once you are in another owner's workspace, the workspace picker names each workspace's organization under the workspace's name: Your workspaces and, for example, Acme Co. This is the picker at the top of the dashboard sidebar and the one in the phone menu. Pick a workspace in another organization and the app reloads into it.

Inside another owner's workspace, their plan and token balance apply, and their owner manages billing. Inside your own workspaces, your own plan applies. The pricing page always buys for your own account, so a teammate can upgrade themselves without touching the owner's plan.

When you are removed from a workspace, it leaves your list. If you are removed from every workspace an owner added you to, you land back in your own.

Open Workspace settings at the foot of the sidebar's workspace block, then Team. The section lists a card for each teammate in this workspace. The owner sees their own card first, with an Owner badge.

Someone already on your team, in any of your workspaces, is added to this workspace right away and takes no new seat. Anyone else gets an invite. The form says so under the address: Someone already on your team is added right away. Anyone else gets an invite.

An invite names this workspace and whether the person joins as a workspace admin. The app emails a sign-in link. The person accepts by signing in with Google using the invited email address. A person who opens the link while signed out returns to the invite after signing in, and the app accepts it then. Signing in from an invite never starts a plan of their own: their account stays on Free, and inside your workspaces they work on your plan. If the app refuses the invite, for example because the person signed in with a different address, the invite card says why and Accept Invite tries again.

Pending invites are listed under Pending invites, each marked Workspace admin or Teammate. Click Resend or Cancel on one. An invite expires 14 days after it was sent. Resend refuses an expired invite with This invite expired. Cancel it and send a new one. A cancelled invite can no longer be accepted, even from a link opened before you cancelled it. If the email fails to send, a warning reads Could not send the invite email. Click Resend to try again.

Click a teammate's card to expand it, then click Configure access.

• Capabilities: Update cases, Delete cases, Add activity, Sensitive data, Compose emails, and Manage file categories. A new teammate starts with Add activity only. Being in the workspace already lets them read its cases.
• Dashboard views: Details is always available. With no view ticked, the teammate gets every view. Tick Map, Calendar, or Analytics to limit them to Details and the views you ticked.
• Only show cases assigned to this teammate: The teammate sees only the cases they are assigned to. The app hides the other cases from search, direct links, and the API.

Click Save configuration to apply your changes. A change you save reaches a teammate who already has the app open. Their cases, templates, documents and automations switch to the new access without a reload.

Manage file categories lets a teammate create, rename, and recolor file categories, for example in an automation's Mailbox routing row. Without it, a teammate can still route files to a category you already use, but not change one.

To assign a teammate to a case, open the case, click Case actions, and choose Add teammate. The person must already be a teammate of that case's workspace; the case form never adds anyone to a workspace. Per-case collaborators covers the rest.

The Access part of an expanded card sets which file categories and case fields this teammate sees in this workspace. The checklist groups items into Categories and Fields, has All and None shortcuts, and saves when you click Save. A new teammate sees everything until you untick items. If you leave everything checked, categories and fields added later stay visible too.

The app enforces these rules across all views. Hiding a category drops its files from the Activity feed, hides its dashboard chips, and blocks AI chat tools from reading those documents. The person also cannot download, delete, move, re-tag, re-extract or overwrite a file in a hidden category, cannot undo its upload, and cannot merge a case that holds one.

You can also reach the team from a case: open the Fields menu in the Details header and choose Role visibility, which opens workspace settings on Team. The rest of that menu's checklist only changes your own view.

To change what someone sees on one case, click their avatar in the case identity band and choose Edit visibility. This override replaces their workspace baseline for that case.

Tick Workspace admin on a teammate's card to make them an admin of this workspace. The checkbox saves at once. An admin of a workspace:

• opens its Workspace settings and manages its team and its Clients baseline, and, while they hold Sensitive data, its Sensitive fields;
• edits its templates, email templates, mailboxes and filters;
• holds every capability there by default, and you can switch one off under Configure access;
• always sees every category and field there.

Admin is per workspace. Being an admin in one workspace gives nothing in another.

A workspace admin can only give a teammate what they hold themselves in that workspace. Only the owner, or an admin with every capability in the workspace, can make someone a workspace admin. An admin cannot change their own access or remove themselves; the owner does that.

The owner is in every workspace and has every capability in each. The owner always sees every category and field, so the owner's card has no controls. Only the owner creates workspaces, signs the Agreement in workspace settings, buys seats, and manages billing.

Every person, the owner included, connects their own Gmail or Google Drive from the Account section of the Settings page.

Expand the teammate's card and click Remove from this workspace, then confirm. They lose access to this workspace and its cases. Their other workspaces are not affected. If you add them back later, they start from the defaults again, like anyone newly added: Add activity as their only capability, every view, and every category and field visible.

A seat is counted once per person, however many of your workspaces they are in. The owner takes one seat. A pending invite holds a seat until it is accepted, cancelled, or expires. Clients take no seat.

Only the owner sees the seat count. It sits beside Teammates at the top of the Team section, for example 3/5: seats in use plus pending invites, against the limit. When every seat is taken, Add teammate still opens the form, because someone already on your team needs no new seat. If the person needs one, the owner sees Every seat is taken, and this person needs one. Add a seat, then send the invite again. and clicks Add a seat. Seats bill the owner, so a workspace admin cannot buy them. Below Pro, the owner's Add teammate starts the upgrade, and an admin sees Adding teammates needs the Pro plan. Ask the workspace owner to upgrade.

Plans & limits lists how many seats each plan includes.

Open Workspace settings, then Clients, to set the baseline every portal client in this workspace inherits: the categories and fields they may see. Clients see nothing until you tick items and click Save. To widen or narrow one client's view on one case, click their avatar on the case and choose Edit visibility. The client portal covers what clients see and do.

Some values should reach fewer people than the rest of a case, such as pay rates, account numbers or amounts. Open Workspace settings, then Sensitive fields, tick those fields, and click Save. The app then stores their values apart from the case. Only the owner and teammates with the Sensitive data capability in that workspace can read them, and portal clients never can. Each workspace has its own list. The section shows only to the owner and to workspace admins who have Sensitive data.

Saving the list also moves the values already on your cases, their history included. Unmarking a field moves its values back onto the case.

Sensitive values stay hidden until you ask for them. In a case, click Show sensitive in the Details header, and Hide sensitive to hide them again for the rest of your session. To see them in every case you open, turn on Show sensitive values by default in Settings, under Preferences. Documents you generate and email drafts you compose include their cases' sensitive values whenever you can read them. The AI never receives a sensitive value: the AI assistant tells you a field is sensitive instead of reading it, and an AI-derived field cannot use one. To show part of a value, such as the last four digits, use a computed expression, which works without the AI.

• Per-case collaborators
• The client portal
• How notifications work