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.
Invite & Manage Team Members
In this guide, you'll learn how to invite team members, assign roles and permissions, configure workspace visibility, manage invitations, reset passwords, and edit or remove members from a workspace.
Invite a Team Member
Only users with permission to manage team members can invite new users to a workspace.
Step 1: Open Team Members
Go to Settings.
Select Members.
Click Add Team Member.
Member Activity
The Members page also displays useful account activity information for each team member, including:
Created Date – The date the member was added to the workspace.
Last Login – The most recent date and time the member signed in.
This information helps administrators monitor member activity, verify account access, and identify inactive users when managing workspace permissions.
Step 2: Enter Member Details
Enter the team member's email address.
Then configure the following options:
Send Invitation Email
When enabled, MasterInbox automatically sends an invitation email to the team member.
The invited user can open the invitation link, create their password, and access the assigned workspace.
Automatically Add to New Workspaces
When enabled, the team member is automatically added to any new workspaces created in the future.
This is useful for administrators or team members who should have access to every workspace.
Step 3: Select a Workspace
Choose the workspace you want to grant access to.
You can assign different permissions for each workspace.
Assign a Role
Choose one of the available roles.
Admin
Admins receive full access to the selected workspace.
When Admin access is enabled:
All permissions are automatically granted.
Individual permission toggles do not need to be configured.
The member can manage integrations, workflows, Reply Agents, AI settings, channels, labels, and workspace configuration.
The member has unrestricted access to inboxes, views, and workspace data.
This role is recommended only for trusted administrators.
Member
Choose Member if you want to configure granular permissions.
Member access allows you to control exactly what the user can view and manage.
Configure Permissions
Permissions are grouped into categories for easier management.
Use Expand All to view every permission category at once.
Use Enable All to grant every available permission with a single click.
Inbox Permissions
Control which inbox types the member can access.
Direct Inbox
Google
Outlook
Custom
Email Outreach
Smartlead
Instantly
EmailBison
Lemlist
QuickMail
GetSales
LinkedIn & LinkedIn Outreach
LinkedIn
HeyReach
SalesRobot
Aimfox
Expandi
Leadbird
Salesflow
Messaging Permissions
Control messaging capabilities.
Available permissions include:
Reply to Messages
Add Email Channels
Add LinkedIn Channels
Manage Channels
Edit Views
Notifications
Team & Workspace Permissions
Control workspace management permissions.
Available permissions include:
Add Team Members
Manage Labels
Manage Labels for Leads
Buy Mailboxes
Manage Integrations
Automation & AI Permissions
Control access to automation features.
Available permissions include:
AI Labeling
Sequences
Reply Agent
Sales Intelligence
Workflows
Webhooks
Advanced Permissions
Advanced permissions include:
APIs
Exclusions
Configure Visibility (Scope)
Scope controls what the member can see inside the selected workspace.
You can limit access by:
1. Show Channels
Choose which connected channels the member can access.
This is useful when different team members manage different inboxes.
2. Show Threads With Selected Labels
Limit conversations based on labels.
For example, you can allow a client to view only conversations labeled Interested or Meeting Request while hiding all other conversations.
3. Permitted Views
Choose which saved inbox views the member can access.
This allows you to hide internal or team-specific views while only exposing the views relevant to that member.
Recommended Permissions by Role
Use these examples to choose permissions based on each person’s responsibilities. For BDRs and SDRs, select Member and configure their access. These are recommended setups, not separate roles in MasterInbox.
Regular members can see everything by default. Review their permissions and scope before inviting them. Admins can change their access anytime from Settings → Members.
BDR — Initial Outreach and Lead Handling
For someone who handles outbound replies and passes interested leads to the next person:
Enable: Relevant inbox providers, Reply to Messages, Prospect sidebar, Manage labels for leads, Manage lists for leads, and Notifications. Enable Sequences if they also manage outreach sequences.
Keep disabled: Adding email or LinkedIn channels, Edit Views, and workspace configuration such as integrations, workflows, webhooks, APIs and member management.
Use Scope: Give access to the channels and views they handle. For example, a BDR managing LinkedIn outreach may only need the relevant LinkedIn channels and prospecting views.
SDR — Qualification and Meeting Booking
For someone who follows up with interested prospects, qualifies replies and books meetings:
Enable: Relevant inbox providers, Reply to Messages, Bookings, Prospect sidebar, Manage labels for leads, Manage lists for leads, and Notifications. Enable Assign leads to members if they handle team handoffs.
Keep disabled: Adding channels, Edit Views, and workspace configuration such as integrations, workflows, webhooks, APIs and member management.
Use Scope: Give access to the channels and views used for qualification and booking. For example, allow views for Interested and Meeting Request leads, and exclude unqualified conversations when appropriate.
Admin — Team and Workspace Management
For someone responsible for setting up and managing the workspace, select Admin.
Admins have full access to all capabilities and data in the selected workspaces, including members, channels, integrations, workflows and automation settings. Individual permission toggles are not required. Grant this role only to someone who needs full workspace control.
Send the Invitation
After configuring the workspace, role, permissions, and visibility settings, click Invite.
If Send Invitation Email is enabled, the member will receive an email with an invitation link.
Team Member Setup
After inviting a team member, they must complete their account setup before they can access the workspace.
Step 1: Open the Invitation Link
Go to Settings → Members.
Open the Invited Members tab.
Copy the invitation link for the pending member.
Open the invitation link in a different browser, an incognito/private window, or a separate browser profile to avoid conflicts with an existing login session.
Step 2: Create the Login
On the invitation page:
Enter the same email address that was used when inviting the team member.
Create a password.
Complete the account setup.
Once the setup is complete, the team member can sign in using the invited email address and the newly created password.
If you're setting up the account on behalf of a client or team member, securely share these login credentials with them after setup.
The member will automatically move from the Invited Members list to the Members list once the invitation has been accepted.
Invited Members
If the invitation hasn't been accepted yet, the user will appear under the Invited Members tab.
From here, you can verify pending invitations and follow up with the invited user if needed.
Once the invitation is accepted, the user automatically moves to the Members list.
Manage Existing Members
Existing members can be managed at any time.
Available actions include:
Edit permissions
Update workspace access
Reset password
Remove the member from the workspace
Reset a Member's Password
If a team member forgets their password, an administrator can reset it.
Go to Settings → Members.
Select the team member.
Click Reset Password.
Enter a new password.
Save your changes.
The member can immediately sign in using the new password.
Once invited, the team member receives access to the selected workspace with the permissions and visibility you've configured. You can update their role, permissions, workspace access, or password at any time from the Members page.
Frequently Asked Questions
What is a workspace in Master Inbox?
Can a team member belong to multiple workspaces?
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.
Can I invite someone to multiple workspaces at once?
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.
Can I change a member's permissions after they've been invited?
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.
How do I remove a team member from a workspace?
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.
What happens when I move a channel to another workspace?
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.
What is the difference between a workspace owner and an admin?
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.
Can I temporarily disable a team member's access without removing them?
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.
How do I promote a member to admin?
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.
Can I set different permissions for the same member across different workspaces?
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.
Do workspace owners count against the member limit?
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.
Can I transfer workspace ownership to another member?
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.
How do I switch between workspaces as a team member?
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.
Can I see which team members have access to a specific channel?
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.
What should I do if a team member leaves the company?
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.
Can I require two-factor authentication for team members?
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.
How do I export a list of all 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.
Can I clone a workspace's member setup to another workspace?
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.
What happens to a member's conversations if I remove them?
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.
Can I invite someone as a viewer only with no reply permissions?
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.
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