How to Manage Team Members

Invite the people who help run your business into your KaiCalls workspace, give them the right level of access, and remove them cleanly when they leave.

What Team Members Controls

The Team Members page is where you decide who can sign in to your business workspace and what they can do. It is for owners and managers who want office staff, a partner, or a virtual assistant to see leads and calls without sharing one login. Each person gets their own account tied to your business.

  • Current users and their business roles
  • Pending email invites that have not been accepted yet
  • Invite resend and cancellation actions
  • Role updates for existing users

Invite a User

  1. Go to Dashboard > Team Members.
  2. Click the invite or add-user action.
  3. Enter the teammate's email address.
  4. Choose the role that matches the access they actually need.
  5. Send the invite. They appear under Pending Invites until they accept by email and finish creating their account.

Update or Remove Access

  1. Find the user in the team table.
  2. Open the edit action to change their role as their responsibilities change.
  3. Use resend if a pending invite expired or never arrived.
  4. Remove a user the moment they should no longer access the business — for example, when an employee leaves.
Access control: Only give admin-level roles to teammates who should manage billing, settings, or other users. Give everyone else the lowest role that still lets them do their job.

FAQ & Troubleshooting

My teammate never got the invite email.

Ask them to check spam, confirm the email address is spelled correctly, then use the resend action on their pending invite row.

What is the difference between Team Members and the team directory?

Team Members controls who can log in to the dashboard. The team directory is the list of people Kai can route calls to or take messages for — they are managed separately.

Will removing a user delete their leads or calls?

No. Removing a user only revokes their access to the workspace. The business data stays with the business.

Related

    How to Manage Team Members | KaiCalls Help