Team & roles
Your WhatSetter workspace is built to be shared: salespeople who answer leads, ops who run campaigns, a manager who reads the numbers. Team Members is where you invite them and decide what each person can do. Every permission is checked on the server, on every action, so nobody can bypass it by calling the API directly.
A role is a ready-made set of permissions. Pick one, then adjust it if you need to.
| Role | What the person can do |
|---|---|
| Owner | Full access to everything, including billing. There is one owner: the person who created the workspace. |
| Admin | Everything except billing. Can manage members and settings. |
| Editor | Runs day-to-day: campaigns, groups, replies, and reconnecting numbers. No deleting, member management, or destructive group actions. |
| Responder | Answers people: replies, takes over from the AI and hands back. Sees their own leads and the unclaimed ones. Cannot touch the prompt, campaigns, automations or the team. |
| Viewer | Read-only across the app. |
| Custom | A tailored set of permissions. |
The full list of permissions behind each role is at the bottom of this page.
Invite someone
Section titled “Invite someone”- Open Team Members and click Invite Member.
- Enter the Email Address.
- Pick a Quick role. Responder is selected by default: the most common person to invite answers leads and does not configure anything.
- Click Send Invitation.
The person receives an email with a button to join the team. The link is valid for 7 days.
- If they already have a WhatSetter account, they land in your workspace right away.
- If they do not, they choose their name and a password (8 characters minimum) and join in the same move. No separate sign-up.
Until they accept, the member shows as Pending in the list, then Active. There is no resend button: if the email got lost, use Remove and invite the address again.
Your plan sets how many people you can invite, not counting the owner: 1 on Starter, 3 on Business, 10 on Scale. See Plan & billing.
Change what a member can do
Section titled “Change what a member can do”- In the member’s row, open the menu and click Manage access.
- Pick a Quick role, or expand Customize permissions and tick exactly what this person may do.
- Click Save access. The change applies within seconds.
As soon as the ticked boxes differ from a preset, the member shows as Custom. Three rules apply:
- You can only grant rights you hold yourself.
- Only the owner can grant, change or remove the Admin role.
- Manage subscription stays with the owner.
Nobody can change their own access.
Responders and their scope
Section titled “Responders and their scope”A Responder is a setter or a closer: someone who answers people. Besides the three permissions the role gives (view conversations, reply, edit leads), it also narrows what they see. A responder only sees the leads they own and the leads nobody has taken yet. In the inbox, the owner filter becomes two chips: My leads and To take.
If your workspace uses several channels, the Where section of the access panel limits the member to one of them, or leaves All channels.
Who owns a lead
Section titled “Who owns a lead”Whoever answers first, owns it. There is nothing to configure.
- A lead with no owner is being handled by the agent.
- Sending a message by hand, or taking over from the agent with Take over, makes you the owner. Handing the conversation back to the agent keeps you as owner.
- Reading a conversation, or typing without sending, changes nothing.
- Take it, in the conversation header, lets you claim a lead before writing. If a colleague was faster, you are told who took it.
- Moving a lead from one person to another requires the Assign leads permission, which responders do not have.
Remove a member
Section titled “Remove a member”In the member’s row, open the menu and click Remove. The removal is immediate, without a confirmation step, and the person loses access at once.
The leads they owned keep their name as Former member until someone reassigns or releases them. API keys and integrations belong to the workspace, not the person, so nothing else stops.
The owner cannot be removed, and a member cannot remove themselves.
The permissions
Section titled “The permissions”The table below lists every permission, grouped as in the access panel, and which roles have it by default. Permissions marked Destructive affect data or the real WhatsApp account.
| Group | Permission | Owner | Admin | Editor | Responder | Viewer |
|---|---|---|---|---|---|---|
| Team & access | View team members | yes | yes | yes | yes | |
| Team & access | Invite members | yes | yes | |||
| Team & access | Edit member access | yes | yes | |||
| Team & access | Remove members (Destructive) | yes | yes | |||
| WhatsApp numbers | View numbers | yes | yes | yes | yes | |
| WhatsApp numbers | Reconnect / scan QR | yes | yes | yes | ||
| WhatsApp numbers | Disconnect a number (Destructive) | yes | yes | |||
| Conversations | View conversations | yes | yes | yes | yes | yes |
| Conversations | Send / reply | yes | yes | yes | yes | |
| Campaigns | View campaigns | yes | yes | yes | yes | |
| Campaigns | Create campaigns | yes | yes | yes | ||
| Campaigns | Edit campaigns & prompts | yes | yes | yes | ||
| Campaigns | Delete campaigns (Destructive) | yes | yes | |||
| WhatsApp groups | View groups | yes | yes | yes | yes | |
| WhatsApp groups | Post & DM in groups | yes | yes | yes | ||
| WhatsApp groups | Manage & import groups | yes | yes | yes | ||
| WhatsApp groups | Group admin (WhatsApp) (Destructive) | yes | yes | |||
| Lists | Manage lists (Destructive) | yes | yes | yes | ||
| Leads (CRM) | Edit leads | yes | yes | yes | yes | |
| Leads (CRM) | Assign leads | yes | yes | yes | ||
| Analytics | View analytics | yes | yes | yes | yes | |
| Settings & billing | Edit team settings | yes | yes | |||
| Settings & billing | Connect integrations | yes | yes | |||
| Settings & billing | Manage subscription (owner only) | yes |