Team members and roles

You can invite the people who help run your business, such as a receptionist, a manager or a bookkeeper. Each person signs in with their own email and password and sees only what their role allows. Nobody needs your password, and your billing and keys stay with you.

Roles

There are three roles. You, the owner, can do everything.

	Admin	Staff	Viewer
Calls, inbox and contacts	Change	Change	Look only
Live calls: listen in, whisper, take over	Yes	Yes	No
Bookings on the calendar, including refunds	Change	Change	Look only
Booking setup and your website	Change	Look only	Look only
Campaigns and the AI (assistants, training, voice, workflow rules)	Change	Hidden	Look only
Analytics and reports	Change	Look only	Look only
Numbers and integrations	Change	Hidden	Hidden
Team and the Audit Log	Yes	No	No
Billing, plan, your OpenAI, Stripe and Twilio keys, API keys, your account	No	No	No

• An Admin can invite, change and remove Staff and Viewers. Only you can invite an Admin or change one.
• Staff run the day: they answer, book, refund and take over calls, but they can't change what the AI says, your prices or your numbers.
• A Viewer can look but not change anything.

On a page someone can only look at, a note says so and the change buttons are switched off.

How many people you can add

Team members cost nothing extra. Each plan has a number of places besides you:

Plan	Team members
Starter (and the free trial)	2
Growth	5
Pro	15

Everyone on the team counts, including invitations that haven't been accepted yet. The Team page shows how many places you've used.

1. Invite someone

1. In the sidebar, open Admin & developer → Team.
2. Choose Invite.
3. Type their email address and pick a Role. Each role shows a short line on what it can do.
4. Choose Send invitation.

Aiva Chat emails them a link. The window also shows the link, so you can copy it and send it yourself. The link works once and for 7 days. If it runs out, choose Resend from their row to send a new one.

2. Accept an invitation

The person opens the link and either:

• sets their name and a password, if they're new to Aiva Chat, or
• signs in with their existing Aiva Chat password, if that email already has an account.

After that they sign in on the normal sign-in page. Someone on more than one business's team (a bookkeeper, for example) picks one under Choose a business. They can move between them from the account menu with Switch to …, and Back to my own business if they have their own account.

3. Change a role, pause or remove

Open the menu on a person's row on the Team page:

• Make Admin / Staff / Viewer changes their role. It applies on their next click; they don't need to sign in again.
• Pause their access stops them signing in or using the dashboard until you choose Restore their access.
• Remove takes their access away straight away, including any page they have open. Their past changes stay in the history.

4. Limit Staff to their own bookings

If a Staff member or Viewer is also one of your staff in Booking setup → Team and resources, you can limit them to the bookings they hold:

1. On their row on the Team page, choose Their bookings….
2. Pick their schedule in Their schedule in Team and resources.
3. Turn on Only their own bookings and save.

Their calendar, lists and exports then show only their own bookings, they can only book with themselves, and reports are hidden. Their inbox, contacts and calls are not limited by this. Admins always see every booking.

5. Require a sign-in code for your team

At the bottom of the Team page, turn on Require a sign-in code for my team. Every team member then gets a 6-digit code by email each time they sign in. Only the owner can change this switch. Team members can also turn on two-factor for themselves from their own profile.

Notifications for team members

Each person's notification bell shows only what their role covers, and billing and key notices stay with you. On their profile, under Emails to me, a team member can choose to get their own copy of new voicemail, call summary and safety-flag emails.

See what your team did

• Team → Activity lists every change a team member made, newest first, with the area it was in. Pick a Person to see one person's changes. Reading a page isn't recorded.
• Admin & developer → Audit Log also shows team sign-ins, invitations, role changes, pauses and removals, next to your own sign-ins, setting changes, deletions and exports.

Only you and your Admins can see both.

Common questions

Can a team member see my billing or my OpenAI key? No. Billing, your plan, your OpenAI, Stripe and Twilio keys, API keys and your account settings are for the owner only, whatever the role.

Can I make my own roles? Not yet. The three roles are fixed.

Can my team sign in with Google or single sign-on? No. Team members sign in with an email and password, plus an emailed code if it's switched on.