Invite team members and organize groups

Team members are colleagues who sign in to your omotto workspace. Invite each person with their own email address, choose their role and manage their access without sharing your login.

How it works

Team groups collect those colleagues under a name, such as Sales or Customer service. They are not customer groups, outside Experts or a shared team channel.

An invitation reserves a member place but does not give workspace access yet. The person must complete the invitation before their membership becomes Active.

Each member has one role. The role determines their permissions: what they can see and change. A member can also belong to several team groups. Groups do not grant permissions or change a person’s role.

Groups can be selected as recipients in notification routing. Creating a group alone does not configure a notification route, connect a shared chat or set up Support Team behavior. Those are separate settings.

Owners and admins can normally manage members and groups. Other roles may have selected management permissions. The actions you see depend on your permissions; owner-related actions have additional restrictions.

Where to find it

Open Settings → People & access. Use Members for invitations and access, Groups for team groups and Roles for role details and custom roles.

Set it up

Invite a colleague

Open the Members tab.
Enter the colleague’s address in Email.
Choose Role. The invitation form starts with Viewer; check the selection before sending.
Click Invite member.
Ask the colleague to open the invitation email and finish the steps below.

The new row starts as Invited. An invitation link is valid for 7 days. Use Resend if the person needs a fresh link while the invitation is still pending. Sending a fresh invitation replaces the previous link.

Accept an invitation

Open the invitation email and select Review invitation.
Check that the workspace and invited email are yours.
If Complete account appears, complete your account. The password form asks for your name, password and password confirmation. Alternatively, use a sign-in option offered on that screen.
Confirm your email if prompted. Send confirmation email again sends another confirmation email; it is not the same as asking a workspace manager to resend the invitation.
Sign in with the invited account if prompted.
Follow any required two-step verification setup.
Select Accept invitation if it appears. Some completed sign-in or confirmation flows accept the invitation automatically.

Successful acceptance makes the membership Active and opens the workspace you joined. If you are signed in with a different account, use Sign out and accept invitation, then continue with the invited account.

Create a team group

Open Groups.
Click New group.
Enter Name.
Optionally fill in Description.
Click Create group.
On the group’s edit screen, choose an active colleague under Add member.
Click Add member.
Repeat for the other colleagues.

Creating a group opens its edit screen so you can add people. Only active workspace members who are not already in the group appear in the add-member list.

Change group membership from the member list

Open Members.
Find an active colleague.
Click Edit groups in their Groups column.
Select the groups they should belong to, and clear any they should leave.
Click Apply changes.

This saves the selected group list for that person. Clearing every group removes the person from all team groups, not from the workspace. If there are no groups yet, create one first.

Settings

Invitation and member list

Setting or column	What it does	Starting value or behavior
Email	The account address to invite. Use an address the colleague can receive mail at.	Empty.
Role	Assigns one role: Owner, Admin, Member, Viewer, or an available custom role. Only owners can assign the owner role. Custom roles depend on your plan.	New invitations normally start with Viewer. See permissions before choosing a broader role.
Member capacity	Shows used places and the plan’s member limit, when shown for your plan. If there is no limit, the screen shows the used count instead.	Active memberships and pending invitations both count, including owners. Disabled and expired memberships do not.
Search members	Finds rows by the person’s name or email.	Empty; no search restriction.
All statuses	Filters the list to Active, Invited, Disabled or Expired.	All statuses. It combines with the name/email search.
User	Shows the name and email. Email unconfirmed means the account’s email still needs confirmation.	Information only; this is separate from the membership’s status.
Status	Shows whether the membership grants access, awaits acceptance, is disabled or has expired.	New invitations are Invited.
Groups	Shows the person’s team groups and offers Edit groups to group managers.	No group is selected for a new invitation. Editing is available only for active members.
Last seen	Shows the account’s last recorded activity time, in relative words. The information hint gives the exact time.	Never when there is no recorded time. This is account activity, not proof that someone read a customer conversation.

Member actions

Action	What happens
Resend	Sends a new invitation link with a fresh 7-day validity period. Available for pending invitations, subject to permissions. The role stays the same.
Reactivate	Sends a new invitation to a disabled or expired member. It does not restore access immediately: the person returns to Invited and must accept again. The existing role is retained if it is still available.
Role selector in a row	Choose another role, then confirm with Apply changes. Expired invitations cannot have their role changed directly.
Cancel invite	Cancels a pending invitation. The row becomes Disabled, and the invitation can no longer be accepted.
Disable	Stops that person’s access to this workspace. A confirmation dialog appears. Disabling your own membership also requires typing the workspace name exactly as shown.

Group fields and actions

Field or action	What it does	Starting value or save behavior
Name	A required, recognizable group name, up to 120 characters. Active groups in the same workspace must have distinct names, ignoring upper/lower case.	Empty for a new group.
Description	Optional explanation of what the group is for.	Empty.
Create group / Save	Saves the group’s name and description.	These fields do not save automatically. Use Create group on creation and Save when editing.
Members	Lists the people in the group. The group list also shows a member count.	A new group has no members.
Add member	Adds the selected active workspace member.	No person selected. Clicking the button saves the addition immediately.
Remove	The bin button beside a person removes them from this group only.	Immediate; there is no confirmation dialog or separate save step.
Edit	Opens an existing group to change its details and people.	Requires group-management permission.
Archive	Removes the group from the active list and from available group choices. It does not disable the people in it.	Requires confirmation. The current screen has no restore action.

What happens when…

An invitation expires or the colleague cannot find it

After 7 days the old link cannot be accepted. Once the row shows Expired, use Reactivate. If it still shows Invited, use Resend. Tell the colleague to use the newest invitation email.

An expired invitation no longer uses a member place once its status changes to Expired. The row may not change at the exact moment the link expires; refresh the page and check the status.

You reach member capacity

The member screen disables Invite member, Resend and Reactivate at the limit. Cancel an unused invitation or disable an unneeded membership to free a place, or review your plan and usage.

A pending invitation already reserves its place. Accepting that existing invitation does not add another place, including if a plan change has left the workspace above its limit.

You change a role

Select the new role in the person’s row and confirm with Apply changes. This changes their permissions, not their membership status or group choices. It does not itself accept an invitation or reactivate a disabled member.

Only an owner can change an owner’s role, assign Owner, or resend or reactivate an owner’s invitation. You cannot disable or demote the last owner. Before removing your own owner access, make sure another active member is an owner; an unaccepted owner invitation is not enough.

You disable a member and later invite them back

Disabling stops workspace access and removes that person’s team-group memberships in this workspace. Reactivating sends another invitation. After acceptance, add them to the appropriate groups again.

Disabling membership is not deleting the person’s account. They may still sign in to their account and use other workspaces they belong to. Manage your own account separately under account and workspaces; account deletion is a different action.

You archive a group that receives notifications

The archived group is no longer available for new group selections. Existing notification routes still target its active workspace members: archiving alone does not stop those notifications. Review the routes that used it and choose another recipient. Archiving does not move those routes to a replacement group automatically.

Troubleshooting

The member page, invite form or group controls are missing: ask an owner to check your permissions. Permission to manage members and permission to manage groups are separate.
The person is already a member: search their email and check the status before sending another invitation. A pending invitation to the same account is resent; it does not create a second membership.
The invitation opens under the wrong account: use Sign out and accept invitation, then use the invited email.
The person remains Invited: ask them to finish account completion, email confirmation and any required security setup. Sending an invitation is not acceptance.
You cannot add someone to a group: they must be an active member of this workspace. If they are already in that group, they will not appear in the add list.
A group will not save: check that its name is no longer than 120 characters, is not blank and is not already used by another active group.
A custom role is unavailable: ask an owner to review the role and the plan under permissions. Reactivate tries to keep the existing role and cannot restore an unavailable custom role. To invite a Disabled or Expired member with an available role instead:
1. Enter their same Email in the invitation form.
2. Choose an available Role.
3. Click Invite member. This reuses their membership, assigns the selected role and sends a new invitation; it does not create a second membership.
4. Ask them to accept the new invitation to regain access.
This also works for an Expired invitation, whose role cannot be changed through the row selector.
The email belongs to an account pending deletion: another invitation cannot restore that account. Ask the account holder to resolve its status; contact support if you cannot continue.
Fresh invitations still do not work: verify the address, membership status and available capacity, then contact support. Do not share your password or invitation link in a public message.