User Management

April 15, 2026

Invite team members, assign Owner, Admin, or Agent roles, and manage who has access to your LenoChat workspace.

How User Management Works in LenoChat

Every LenoChat workspace has a single team roster, accessible from Team Settings in the main navigation. The roster lists all current members with their name, job title, role, and online status. From this view, workspace Owners and Admins can invite new members, change existing roles, update profile details, and permanently remove users. Agents can view the roster but cannot perform any management actions. All management actions are enforced on both the client and the server — hiding the controls from Agents is backed by server-side permission checks, so bypassing the UI is not possible.

Invite new team members by email — they receive an activation link valid for 24 hours.
Assign each member one of three roles: Owner, Admin, or Agent.
Edit a member's display name and job title without changing their login credentials.
Remove members permanently from your workspace — their login is immediately revoked.
Transfer workspace ownership to another team member when needed.
Monitor team availability with live status indicators — Available, Busy, or Offline.

The Three Roles Explained

LenoChat uses three roles to control what each team member can see and do across the workspace. Every workspace has exactly one Owner and can have any number of Admins and Agents within the limits of your current plan. Roles are not cosmetic labels — they determine which UI controls are rendered, which API actions are permitted, and which settings pages are accessible.

Owner — has full, unrestricted access to the entire workspace. The Owner can invite users, change any role, edit any profile, delete any member (except themselves), and is the only person who can transfer workspace ownership to someone else. There is exactly one Owner per workspace at any time.
Admin — can do almost everything an Owner can do, with two key exceptions: Admins cannot manage other Admins or the Owner, and they cannot transfer workspace ownership. Admins can invite Agents and other Admins, change the role of an Agent, and delete Agents.
Agent — the standard support role. Agents handle conversations in the inbox and can view the team roster to see who is available, but they have no team management capabilities. They cannot invite users, change roles, edit other members' details, or delete anyone.

LenoChat team management dashboard showing team members with their roles, statuses, and assigned conversations

Role Permissions at a Glance

The table below summarises exactly what each role can do in the Team Settings area. All rows reflect enforced permissions — actions marked No are blocked at both the UI and API level.

Action	Owner	Admin	Agent
View team roster	Yes	Yes	Yes
Invite new team members	Yes	Yes	No
Invite as Admin	Yes	Yes	No
Invite as Owner	No — use ownership transfer	No	No
Change Agent's role	Yes	Yes	No
Change Admin's role	Yes	No	No
Change Owner's role	No	No	No
Edit any member's name and job title	Yes	Agents only	No
Delete an Agent	Yes	Yes	No
Delete an Admin	Yes	No	No
Delete the Owner	No	No	No
Transfer workspace ownership	Yes	No	No

Tip: Assign the Admin role to senior team leads and leave frontline support staff as Agents. This limits exposure if a team member's account is compromised — Agents cannot modify the team, invite users, or access workspace settings outside their own profile.

How to Invite a New Team Member

Inviting a new team member sends them an email with a unique activation link. The link is valid for 24 hours. Until the recipient clicks the link and activates their account, they appear in the team roster with a pending status. You can resend the invitation at any time before the link expires.

Step 1: Navigate to Team Settings from the dashboard sidebar. The Team Members table lists all current members.
Step 2: Click the Invite User button in the top-right corner of the table. A side panel opens with the invitation form.
Step 3: Fill in all four required fields — Name (the team member's full name), Email (their work email address), Role (choose Agent or Admin), and Job Title (their position, for example 'Support Agent' or 'Sales Lead').
Step 4: Click Invite User to send the invitation. LenoChat validates the email — if the address already belongs to an active member, you will see a 'User already exists' error and the invitation will not be sent.
Step 5: The recipient receives an invitation email from support@lenochat.com with a personalised activation link. They click the link, set their own password, and are added to your team roster as an active member.

LenoChat Invite a Teammate panel showing the Name, Email, Role, and Job Title form fields for adding a new team member

What Happens After the Invitation is Sent

Once you click Invite User, LenoChat generates a unique 10-character invitation code, stores a 24-hour expiry timestamp against it, and dispatches a personalised email. The process is fully automated — no manual follow-up is needed unless the recipient does not receive the email or the link expires before they activate their account.

The invitation code is single-use and tied to the invited email address. If the recipient tries to activate using a different email, the activation will fail.
If 24 hours pass without activation, the link expires and the user cannot complete sign-up using that link. Use the Resend Invitation option in the team roster's action menu to generate a new code with a fresh 24-hour window.
After activation, the new member appears in the team roster with their name, job title, role badge, and an Offline status indicator. Their first login is with the credentials they set during the activation flow.
Pending (not yet activated) users are visible in the team roster so you know the invitation was sent. They cannot log in until they complete the activation step.

Tip: If a new team member says they did not receive the invitation email, ask them to check their spam folder first before using Resend Invitation. Invitation emails come from support@lenochat.com — adding this address to the allowlist in their email client will prevent future invitations from being filtered.

How to Change a Team Member's Role

Role changes take effect immediately — no logout or session restart is required. When you promote an Agent to Admin, they instantly gain access to team management features. When you demote an Admin to Agent, their management access is revoked straight away.

Step 1: Locate the team member in the Team Members table.
Step 2: Click the three-dot actions menu at the right end of their row.
Step 3: Select Change Role from the dropdown menu.
Step 4: A dialog appears showing the member's current role. Select the new role — Agent or Admin — then click Change Role to confirm.
The role badge on the team roster row updates immediately. The member's session is not interrupted — changes apply to any new actions they take from that point forward.

LenoChat Change Role dialog showing the option to assign a new role to a teammate

How to Edit a Team Member's Details

You can update a team member's display name and job title at any time. Email addresses are read-only after account creation and cannot be changed via the Team Settings panel — if a member needs a new email address, the current account must be deleted and a new invitation sent to the updated address.

Step 1: Click the three-dot actions menu on the team member's row.
Step 2: Select Edit Details from the dropdown.
Step 3: Update the Name and/or Job Title fields. The Email field is greyed out and cannot be edited.
Step 4: Click Save. The changes apply immediately and are reflected in the team roster and in the member's own profile.

LenoChat Edit Details panel showing Name and Job Title fields with the Email field greyed out

How to Remove a Team Member

Removing a team member permanently deletes their account from your workspace. This action cannot be undone. The removed user immediately loses all access to the workspace and cannot log in. Any conversations previously assigned to them remain in the inbox and can be reassigned by an Owner or Admin.

Step 1: Click the three-dot actions menu on the team member's row.
Step 2: Select Delete User from the dropdown.
Step 3: A confirmation dialog appears. This dialog cannot be dismissed by clicking outside of it — you must explicitly confirm or cancel the deletion.
Step 4: Click Delete to confirm. The user is removed from the roster immediately and their login credentials are invalidated.
Owners cannot delete themselves. Admins cannot delete other Admins or the Owner. Agents do not have access to the delete action.

How to Transfer Workspace Ownership

Workspace ownership can be transferred by the current Owner to any other active Admin or Agent. After the transfer, the current Owner becomes an Admin — they retain full access to the workspace but lose the exclusive Owner-only capabilities, such as the ability to transfer ownership again. The new Owner immediately gains all Owner privileges.

Step 1: Click the three-dot actions menu on the target team member's row — the person who will become the new Owner.
Step 2: Select Change Account Owner from the dropdown. This option is only visible to the current Owner.
Step 3: Confirm the transfer in the dialog. The change is permanent and immediate — once confirmed, you become an Admin and the selected member becomes the new Owner.

Team Member Plan Limits

The number of team members you can add depends on your subscription plan. When you reach the limit for your plan, the Invite User button is disabled and a yellow upgrade banner appears at the top of the Team Members table. Upgrade to add more teammates.

Plan	Maximum Team Members	Behaviour When Limit Reached
Free	2 (you + 1 additional)	Invite User button disabled; yellow upgrade banner shown
Plus	5	Invite User button disabled; yellow upgrade banner shown
Pro	Unlimited	No limit — Invite User button always active

The Team Members Dashboard

The Team Members Dashboard is available on Plus and Pro plans and gives Owners and Admins a real-time operational view of the entire team. It surfaces live availability data alongside conversation workload metrics so you can see at a glance who is available to take new chats, who is at capacity, and how conversations are distributed across the team.

Available (green) — agents with their status set to Available are ready to accept new conversations.
Busy (red) — agents who have marked themselves as Busy will not receive new automatic assignments until their status changes.
Offline (grey) — agents who are not logged in or have closed the dashboard.
Assigned Chats — the total number of open conversations currently assigned to each agent.
Unread — the number of unread messages in each agent's assigned conversations, highlighted in red when greater than zero.

Common Issues & Solutions

The Invite User button is greyed out and cannot be clicked

You have reached the team member limit for your current plan. On the Free plan the limit is 2 members; on Plus it is 5. The button is automatically disabled when the limit is reached and a yellow upgrade banner appears at the top of the team roster. Go to Settings → Billing and upgrade to the Pro plan to remove the limit and re-enable the Invite User button.

The invited team member never received the activation email

First ask the recipient to check their spam or junk folder — invitation emails come from support@lenochat.com and are sometimes filtered. If the email is not in spam, the 24-hour activation link may have already expired. Open Team Settings, locate the pending member in the roster, click the three-dot actions menu on their row, and select Resend Invitation to generate a fresh activation link with a new 24-hour expiry.

I cannot change the role of a team member

Role changes are restricted by your own role. Admins can only change the role of Agents — they cannot change another Admin's role or the Owner's role. Only the Owner can change an Admin's role. If you see the Change Role option greyed out or missing entirely, check that you are an Owner or Admin and that the target member is not the Owner. If the option is still unavailable after confirming your role, contact LenoChat support.

A team member says they cannot see the Team Settings page

The Team Settings page and the Invite User button are visible to all roles, but management actions (inviting, changing roles, deleting) are restricted to Owners and Admins. Agents can view the team roster but will see the Invite User button as disabled and will have no action menu on other team members' rows. If an Agent needs management access, an Owner must change their role to Admin in Team Settings.

I accidentally deleted a team member and need to restore their account

Account deletion in LenoChat is permanent and cannot be undone from within the dashboard. The deleted user's conversations remain in the inbox and can be reassigned. To restore access for the same person, use the Invite User button to send them a new invitation to the same email address. They will need to complete the activation flow again and will start with a fresh account — any previous conversation history associated with their old account remains accessible in your inbox but will no longer be linked to their new profile.

Frequently Asked Questions

Can I invite someone directly as the workspace Owner?

No. You cannot send an invitation with the Owner role — the invitation form only allows Agent or Admin. The only way to make someone the Owner is to first invite them as an Admin or Agent, wait for them to activate their account, and then use the Change Account Owner option in the three-dot actions menu on their row. This transfers ownership from you to them immediately.

How long does a team member invitation link remain valid?

Invitation links are valid for 24 hours from the moment they are sent. If the recipient does not activate their account within that window, the link expires and they cannot use it. Use the Resend Invitation option in the team roster's action menu to generate a new link with a fresh 24-hour expiry. There is no limit on how many times you can resend an invitation.

What happens to a deleted team member's conversations?

When you delete a team member, their account is removed and their login access is immediately revoked, but their conversations remain in the workspace inbox. Conversations previously assigned to the deleted agent become unassigned — they appear in the inbox queue and can be picked up or reassigned by any other agent with the appropriate access. No conversation history is lost.

Can an Agent invite other team members or change roles?

No. Agents can view the team roster to see who is on the team and their current availability status, but they cannot perform any management actions. The Invite User button is disabled for Agents, and no action menu appears on other members' rows. To give an Agent these capabilities, an Owner must change their role to Admin.

Can I change my own role to Agent or remove myself from the workspace?

No. You cannot change your own role or delete your own account from Team Settings — these actions are blocked to prevent accidental workspace lock-out. If you are the Owner and want to remove yourself, first transfer ownership to another team member and then ask the new Owner to delete your account. If you are an Admin, ask the Owner to change your role or remove your account.

How do I know how many team members I am allowed on my current plan?

The current plan limit is shown in the yellow banner that appears at the top of the Team Members table when you reach the cap. Free plan workspaces are limited to 2 members, Plus plan workspaces to 5, and Pro plan workspaces have no limit. You can also see your current plan in Settings → Billing at any time.

Does changing a team member's role immediately affect their active session?

Yes. Role changes take effect immediately on the server side. The affected team member does not need to log out and back in for the new permissions to apply — any action they take after the role change is subject to their new permission level. For example, if an Admin is demoted to Agent, the next time they attempt a management action it will be blocked automatically.