What are roles and permissions in a shared inbox?

They decide who on your team can see and do what — read conversations, reply, edit automations, send broadcasts, or touch billing and account settings. In KlyoChat you invite a teammate to a workspace, start them from a role preset, then toggle six independent capabilities — Inbox, Contacts, Flows, Broadcasts, Billing, and Admin — between none, view, and manage until the access matches their job.

Can I customize roles, or am I stuck with the presets?

Both. The six presets — Full access, Team lead, Community manager, Automation manager, Inbox agent, and Viewer — give you one-click defaults. From there, flip any individual capability (Inbox, Contacts, Flows, Broadcasts, Billing, Admin) to build the exact role you need. The preset simply relabels to Custom once you deviate.

What do the six role presets mean?

Full access runs everything. Team lead manages the team and inbox while you can still keep billing to yourself. Community manager handles conversations and contacts; Automation manager owns Flows and Broadcasts; Inbox agent works only the inbox; and Viewer is read-only. Each preset is just a starting set of capabilities you can fine-tune per person.

What's the difference between none, view, and manage?

None hides a capability completely — an inbox agent set to none for Billing never even sees the billing tab. View lets someone read a capability without changing it, which suits a stakeholder or client who should see reports but not edit them. Manage lets them create and change things.

Will an inbox agent be able to see our billing?

Not unless you grant it. Billing and Admin are separate capabilities that stay off for the Inbox agent, Community manager, Automation manager, and Viewer presets. You can hand someone the whole inbox and still keep billing and account settings to yourself.

Is it safe to give a VA or freelancer access to my accounts?

Yes, because you grant least privilege. Start a VA from Inbox agent or a client from Viewer and they never touch billing, admin, or your other workspaces. Everyone signs in with their own login rather than a shared password, so when the engagement ends you remove one person instead of rotating a credential the whole team knew.

What happens to a teammate's work when I remove them?

Their access ends the moment you remove them, but the conversations, notes, and contacts they handled stay in the workspace — nothing is deleted when a person leaves. Because each teammate has an individual login, offboarding is removing one account, and the removal itself is written to the audit log.

Can agencies keep clients separated?

Yes. Each client or brand lives in its own workspace, and permissions never cross between them. Invite a client as a Viewer in their workspace and they see only their own conversations — never your other accounts. Switch between workspaces from the switcher without logging out.

What does the audit log record?

Every invite, role change, and capability edit — who made the change, who it affected, what changed, from which value to which, and when. When a client insists they never approved something, or a broadcast went out that shouldn't have, you can point to the exact entry instead of guessing.

Do you support two-factor authentication?

Yes. Because access is individual rather than one shared mailbox password, each teammate can protect their own login with two-factor authentication. Paired with role scoping and the audit log, that keeps client work accountable without a shared credential to leak.

Can two agents work the same inbox without colliding?

Yes. Permissions decide who is allowed to act; assignment decides who acts on which conversation. Route each thread to an agent, drop internal notes, and @mention a teammate to hand off context — so two people share the inbox without duplicate replies or dropped messages.

How is this different from ManyChat's or Respond.io's roles?

Those tools give you a handful of fixed tiers with a few restriction toggles bolted on — around five roles in ManyChat, a few in Respond.io. KlyoChat treats every capability as an independent switch on top of the presets, so you're never forced to over-grant access just to unlock one feature, and every change is recorded in the audit log. Role names and seat limits shift between plans, so check each tool's current details before you compare.

Does KlyoChat charge per seat like some other tools?

KlyoChat bundles team seats into each plan instead of billing a flat fee for every extra agent, and higher tiers raise the seat and workspace limits. Respond.io is generally priced per seat and ManyChat sells additional live-chat seats on top of the plan, so check each product's current pricing and seat limits before you compare — they change often.

Which plan do I need to add teammates and client workspaces?

The six roles and the full permission matrix come with the shared inbox — not a locked, Enterprise-only add-on. Running multiple client workspaces and higher seat counts lives on the Business plan, with Enterprise for larger teams, so check the pricing page for the current seat and workspace numbers on each tier.

How long does it take to set up roles for my team?

A few minutes. Invite each teammate by email or a shareable link with a starting role already attached, and they land ready to work — an agent in the inbox, not staring at your automation canvas. Tweak any capability later and the change logs itself automatically.

Do permissions apply across all my channels?

Yes. A role governs what a person can do in the workspace — the inbox, contacts, flows, broadcasts — across every connected channel, whether that's Instagram, Facebook, and Telegram today or WhatsApp and others as they roll out. You set permissions once per person, not channel by channel.

Team, Roles & Permissions

Give every teammate exactly the access they need — and nothing they don't.

Start from six role presets, then flip individual capabilities until access matches how your team actually works. Every change lands in the workspace audit log, and every client workspace stays walled off from the next.

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access · acme-social

Sam Rivera

teammate · acme-social

editing access

Role presetInbox agent

Inbox

Read & reply to conversations

Contacts

Audience, tags & notes

Flows

The automation canvas

Broadcasts

Bulk sends & campaigns

Billing

Plan, invoices & card

Admin

Workspace & account settings

Audit log · acme-social

Pick a preset or flip a switch — every change lands here.

Pick a role preset to snap the matrix into place — then flip any switch and watch the audit log record it.

Live now

What is Team, Roles & Permissions?

Team, roles, and permissions control who on your team can see and do what inside a shared social-media inbox. In KlyoChat you invite a teammate to a workspace, start them from one of six role presets — Full access, Team lead, Community manager, Automation manager, Inbox agent, or Viewer — then toggle six independent capabilities (Inbox, Contacts, Flows, Broadcasts, Billing, Admin) between none, view, and manage until access matches the job. Everyone signs in with their own login, each client workspace stays walled off from the next, and every invite and permission change is timestamped in a per-workspace audit log.

6 presets

One-click defaults, from Full access to Viewer

6 capabilities

Inbox, Contacts, Flows, Broadcasts, Billing & Admin — toggled independently

1 audit log

Every invite and permission change, per workspace

Results teams see

What Team, Roles & Permissions changes

70%

faster first response with more agents on the inbox

<2 min

to onboard an agent with exactly the right access

shared passwords — everyone signs in with their own login

100%

of invites and permission changes captured in the audit log

How it works

From invite to exactly the right access

Every preset is a plain map of capabilities to access levels — none, view, or manage. Start from a preset, override any key, and KlyoChat writes the diff to the workspace audit log.

Invite by email or link

Send a personal email invite or drop a shareable workspace link in your team chat. You set the workspace and starting role before anyone arrives, so nobody logs in with more reach than you intended.

Start from a role preset

Pick one of six presets — Full access, Team lead, Community manager, Automation manager, Inbox agent, or Viewer — to set sensible defaults across every capability in a single click.

Fine-tune the capabilities

Flip individual switches: let a VA manage the inbox but never see billing, or give a strategist Flows without Admin. The preset relabels to Custom the moment you deviate.

Trust the audit log

Every invite, role change, and capability edit is timestamped in the workspace audit log — who did it, what changed, from what to what — so you always know who changed what.

123456789101112131415{  "role": "inbox_agent",  "workspace": "acme-social",  "capabilities": {    "inbox": "manage",    "contacts": "view",    "flows": "none",    "broadcasts": "none",    "billing": "none",    "admin": "none"  },  "overrides": {    "contacts": "manage"  }}

What you get

Everything in Team, Roles & Permissions

Presets to start, a matrix to finish

On fixed-tier tools you pick Admin or Agent and live with whatever that tier decided. In KlyoChat, the six presets are just starting points — every capability (Inbox, Contacts, Flows, Broadcasts, Billing, Admin) is its own switch. Give someone the inbox without the billing tab, or automations without admin, with no “upgrade to Enterprise for custom roles.”

One login, many client workspaces

Multi-tenant workspaces keep every brand or client walled off. Switch between them from the workspace switcher without logging out, and a teammate's access in one workspace never leaks into the next. An account manager can oversee several brands; a freelancer sees only the one you invited them to.

An audit log that settles arguments

Every invite, role change, and capability edit is timestamped — who did it, what changed, from what to what. When a client says they never approved something, or a broadcast went out that shouldn't have, you can trace exactly where it happened instead of guessing.

Invite by email or link — with a role attached

Send a personal email invite or drop a shareable link in your team chat. Either way you set the workspace and starting role before they arrive, so nobody logs in with more reach than you intended. New agents land ready to work in the inbox, not staring at your automation canvas.

Least privilege without the spreadsheet

The safest default is only what this person needs. Start a VA from Inbox agent, a strategist from Automation manager, a stakeholder from Viewer — then tighten or loosen a single capability. Everyone uses their own login, so you retire access by removing one person, never by rotating a shared password.

Billing and admin stay yours

Handing off the inbox shouldn't mean handing over the credit card. Billing and Admin are their own capabilities, off by default on every preset except Full access and Team lead — so you can grow the team that touches conversations without widening the circle that touches money or account settings.

Works across your channels

One feature, every platform you're on

New channels arrive as adapters, not rewrites — so this works the same wherever your customers message you.

TelegramLiveFacebookLiveInstagramLiveWhatsAppIn rolloutTikTokComing soonX (Twitter)Coming soon

Keep exploring

Pairs well with

Unified Inbox

Every channel in one calm feed.

Assign, snooze, tag, and resolve conversations from every channel without switching tabs.

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Analytics & Reporting

See what's working — and who's carrying the load.

Account performance, broadcast funnels, and per-agent response metrics in one view.

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Contacts & CRM

A CRM that speaks DM.

One contact record merged across every channel, with custom fields and dynamic segments.

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All features

FAQ

Common questions

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