Managing Team Access in Your Rep AI Account

Managing Team Access in Your Rep AI Account

Introduction The Account page in Rep AI allows you to control who has access to your Rep AI dashboard and what they can do. This centralized management hub enables you to invite new team members, assign specific roles with different permission levels, monitor their status, and manage existing team access. Having proper team management in place helps maintain

security while enabling effective collaboration across your organization. How to Access the Account Page Log in to your Rep AI dashboard at app.hellorep.ai

1. Click on your profile icon in the top-right corner of the screen
2. Select "Account" from the dropdown menu
3. You'll be directed to the Account management page where you can view and manage team
4. access

Managing Your Team Inviting New Team Members

You can easily add colleagues to your Rep AI account by following these steps

On the Account page, locate the "Invite a new member" section at the top

1. Fill in all required fields (all fields are mandatory):
2. First name

Last name Email address Select the appropriate role from the dropdown menu (Admin or Agent)

1. Click the "Invite" button to send the invitation
2. The system will send an email invitation to the specified address with a registration link. Once

invited, the new team member will appear in your team list with a "Pending" status until they accept the invitation. Understanding Team Member Statuses

Team members in your Rep AI account can have one of the following statuses

Active: The team member has accepted the invitation and has full access to your Rep AI account according to their assigned role Pending: The invitation has been sent, but the team member has not yet accepted it or completed registration Inactive: The team member's access has been temporarily disabled or revoked

Managing Existing Team Members

For team members already on your account, you have several management options

Change roles: Click the role dropdown next to a team member's name to switch between

1. Admin and Agent roles
2. Access additional options: Click the three dots (⋮) menu at the end of a team member's row

to reveal more actions: Resend invitation: Send another invitation email to a pending team member who hasn't yet registered Revoke access: Remove a team member's access to your Rep AI account Understanding Different Roles

Rep AI offers two distinct roles with different permission levels

Admin Role

Admins have full access to the Rep AI platform, including

Complete access to all dashboard features and sections Ability to invite new team members and manage existing ones Access to billing information and subscription management Ability to modify critical account settings Permission to delete the account if necessary Agent Role

Agents have limited access focused on day-to-day operations

Access to the Conversations screen to monitor and review customer interactions Ability to view analytics data related to conversations Access to basic monitoring and support functions

Cannot access

Account management (cannot invite or manage team members) Billing information and subscription details Critical account settings Account deletion options This role distinction allows you to provide the right level of access to different team members based on their responsibilities within your organization.

Common Tasks Resending Invitations

If a team member hasn't received their invitation or the invitation has expired

Locate the team member in your team list (they should have a "Pending" status)

1. 2.

Click the three dots (⋮) menu at the end of their row Select "Resend" from the dropdown

1. A new invitation email will be sent to the team member's email address
2. Revoking Access

To remove a team member's access to your Rep AI account: Find the team member in your team list

1. 2.

Click the three dots (⋮) menu at the end of their row Select "Revoke Access" from the dropdown

1. Confirm your decision when prompted
2. The team member's status will change to "Inactive" and they will no longer be able to access
3. your Rep AI account

Changing a Team Member's Role

To modify a team member's permissions

Locate the team member in your team list

1. Click on the current role dropdown next to their name
2. Select the new role (Admin or Agent) from the options
3. The change takes effect immediately
4. Troubleshooting

Invitation Not Received

If a team member hasn't received their invitation

Check that the email address was entered correctly in the invitation form

1. Ask them to check their spam/junk folder for the invitation email
2. 3.

Use the "Resend" option from the three dots (⋮) menu to send a fresh invitation If problems persist, contact Rep AI support for assistance

1. Required Fields When Inviting Members

All fields (First name, Last name, and Email) are required when inviting a new team member. If you attempt to submit the form with missing information, you'll see a "This field is required" error message under each empty field. Unable to Change a Team Member's Role

If you're unable to change a team member's role, ensure that

You have Admin privileges yourself (only Admins can change roles)

1. The team member has accepted their invitation (status is "Active")
2. You're using a supported browser (latest versions of Chrome, Firefox, Safari, or Edge)
3. Access Issues After Revocation

If a team member reports they can still access the account after you've revoked their access: Verify their access was properly revoked (status should show as "Inactive")

1. Ask them to try logging out completely and clearing their browser cache
2. If issues persist, contact Rep AI support for assistance
3. Benefits of Team Management

Enhanced security: Control exactly who has access to your Rep AI platform and what they can do Efficient collaboration: Allow multiple team members to manage different aspects of your AI assistant based on their responsibilities Reduced risk: Easily revoke access when team members leave your organization or change

roles Clear accountability: Track which team members have made changes to your AI settings Streamlined onboarding: Quickly get new team members up and running with the appropriate level of access Best Practices Assign roles strategically: Give Admin access only to team members who need full control over the platform

• Review team access regularly: Periodically audit your team list to ensure only current team

members have access Use unique email addresses: Each team member should use their own unique email address Document internal procedures: Create guidelines for who should have which role in your organization Revoke access promptly: When team members leave your organization, immediately revoke their access