How to Invite a Team Member

Permissions control what a user can see and do inside a workspace.

This is especially important for agencies, where clients and internal teams work together.

Permissions are grouped into three areas:

1. General Permissions

2. Integrations

3. Visibility Controls (what the user can see)

1. General Permissions (What users can do)

These permissions control access to core product features.

Core inbox & messaging

• Email Channels – View connected email inboxes

• Reply to messages/emails – Send replies from the inbox

• LinkedIn Messages – View and reply to LinkedIn conversations

• Sequences – View or manage outbound sequences

• Reply Agent – Access AI reply agents

Data & automation

• Labels – Apply or manage intent labels (Interested, Follow-up, etc.)

• AI Labeling – Configure AI-based intent classification

• Workflows – Create automation rules

• Webhooks – Send events to external tools

• APIs – Developer access

Admin-level controls

• Channels – Connect or disconnect inboxes

• Team Members – Invite or manage users

• Exclusions – Manage warmup or system exclusions

2. Integrations (What tools they can access)

These permissions control external tools connected to the workspace.

Examples:

• Slack – Notifications & alerts

• HubSpot – CRM sync

• Smartlead.ai / Instantly.ai / EmailBison – Email outbound tools

• HeyReach / Expandi / Aimfox – LinkedIn outbound tools

• Leadbird.io – Lead enrichment

• Google Drive – File access

Best practice: Only grant integration access to users who actually manage or monitor those tools.

3. Visibility Controls (What users can see)

These settings limit visibility without limiting functionality.

• Display only these channels

• Display threads with these labels

• Permitted views

Role Presets (Recommended)

These are recommended defaults - you can customize them as needed.

A workspace represents one team or one client in Master Inbox. Agencies typically create separate workspaces for each client to keep conversations, channels, and team members organized. Internal teams usually create one workspace per team. Each workspace has its own members, channels, labels, views, and permission settings, allowing you to isolate client data and control who can see what.

Yes, a single user can be invited to multiple workspaces. However, they need to be added separately to each workspace, and their permissions can be different in each one. This is useful for agency staff who work across multiple client accounts or team members who support different teams.

No, each workspace invitation is separate. You need to invite the member individually to each workspace they should access. This allows you to set different permissions and visibility for each workspace, which is useful when a team member works across multiple clients or teams with different access requirements.

Yes. Workspace admins can modify a member's permissions at any time. Go to Workspace Settings → Members, select the member, and update their access level or individual permissions. Changes take effect immediately.

Go to Workspace Settings → Members, find the team member you want to remove, and use the remove or delete option. This revokes their access to that specific workspace. If they belong to other workspaces, their access to those remains unchanged.

Moving a channel to another workspace does not automatically move member access. Members who had access to the channel in the original workspace will not automatically see it in the new workspace. You need to invite them to the destination workspace separately or adjust permissions there.

A workspace owner is typically the billing account holder who created the workspace. They have full control over the workspace and can manage subscription settings, increase member limits, and access billing information. An admin has full access to workspace settings, members, channels, and integrations but may not have access to billing or subscription changes unless they are also the billing account owner.

To stop a member's access, you need to remove them from the workspace. If you want to restore their access later, you can re-invite them. Their previous permissions and visibility settings will need to be configured again.

Go to Workspace Settings → Members, select the member you want to promote, and change their access from Custom Access to Admin Access. This grants them full access to workspace settings, members, channels, and integrations immediately. Only existing admins or owners can promote members.

Yes. Since each workspace invitation is separate, you can configure different access levels and visibility controls for the same user in each workspace. For example, you could give someone Admin Access in one workspace but limited Client-style access in another, depending on their role for that specific client or team.

Yes, workspace owners are counted as members and contribute to the workspace's member limit. The member limit includes all users with access to the workspace, regardless of their role or permission level.

Workspace ownership is tied to the billing account. To transfer ownership, you would typically need to transfer the billing account or contact Master Inbox support. Simply giving someone Admin Access does not make them the workspace owner.

If you belong to multiple workspaces, you can switch between them using the workspace selector in Master Inbox. This lets you view and respond to conversations in each workspace independently. Your permissions may differ between workspaces, so some features may be available in one workspace but not another.

Master Inbox uses visibility controls rather than per-channel access lists. To see who can view a channel, check each member's visibility settings in Workspace Settings → Members. Members with restricted visibility will only see the channels configured in their "Display only these channels" setting.

Remove the team member from all workspaces they had access to by going to Workspace Settings → Members in each workspace. This immediately revokes their access. If they knew their password, consider resetting passwords for any shared accounts they may have had access to, and review any integrations they managed to ensure nothing is disrupted.

Two-factor authentication settings are managed at the account level, not the workspace level. Check Master Inbox's security settings or contact support for current options regarding enforcing 2FA for workspace members.

Currently, Master Inbox does not have a built-in export feature for member lists. You can view all members in Workspace Settings → Members and manually document the list if needed for auditing or administrative purposes.

No, member invitations and permissions must be configured separately for each workspace. If you need similar member setups across multiple workspaces, document your standard permission templates and apply them manually when inviting members to new workspaces.

Conversations remain in the workspace when a member is removed—they are not deleted or reassigned. Any replies or notes the member made stay in the conversation history. Other workspace members with access to those channels can continue managing the conversations.

Yes. When configuring Custom Access, you can grant view conversations permission without granting reply to messages/emails or LinkedIn Messages reply permissions. This creates a read-only member who can monitor conversations but cannot send responses—useful for managers or stakeholders who need visibility without intervention.