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Your workspace can have as many teammates as you need. Each one signs in with their own email, gets their own notification preferences, and is limited by a role. Settings → Team Members is where you invite and manage people; Settings → Roles & Permissions shows exactly what each role can do.

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Before you start

  • Inviting needs team-management create access; changing roles needs team-management full access; removing people needs team-management delete access. Among the predefined roles only Owner and Admin have these. Managers and Agents can open the page but only read it.
  • You can never invite, promote or remove someone to or from a rank at or above your own.

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Invite teammates

1

Open Team Members

Go to Settings → Team Members and click Invite Team Members.
2

Enter emails

Type one or more addresses in Email addresses. “To invite multiple people, separate emails by commas.” You can send up to 50 invitations at once.
3

Choose a role

Pick a Role. If you leave it empty the invitee becomes an Agent. You cannot choose a role higher than your own.
4

Send

Click Send Invite. The page confirms “Invites sent!” and the addresses appear under Pending Invites.
Each invitee receives an email from Popcorn with a link to create their account. They must sign up with the same email address the invite was sent to; the link works once and joins them to your workspace with the role you chose.

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Pending Invites

The Pending Invites table lists invitations that have not been accepted, with Email, Role, Invited By and Date Sent. Under Actions: Once someone accepts, they move from Pending Invites to the members table.

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Manage members

The members table shows Name (with email), Role and Date added.
  • Change a role: with full team-management access, the Role cell is a drop-down for every member except the Owner. Pick the new role; the page confirms “Role updated”, the change applies immediately, and the member’s notification defaults are updated to match the new role (settings they customised are kept). Popcorn rejects the change with “You cannot change the role of a user with equal or higher rank” if the member is at or above your rank, and with “You cannot assign a role higher than your own” if the role is above yours.
  • Remove a member: open the row menu and choose Delete. The page confirms “User removed” and the person loses access to the workspace straight away. You can only remove members below your rank (“You cannot remove a user with equal or higher role”); the Owner cannot be removed.

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Roles and permissions

Settings → Roles & Permissions lists the roles with their member counts. Click a role to see its permission matrix. The five predefined roles are marked System and are read-only.

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The permission matrix

Each role is a grid of areas (rows) against actions (columns): View, Create, Edit, Delete and Full Access. Full Access on a row includes every other action on that row, plus the right to publish Knowledge Base articles. Templates follow the same access as campaigns for Managers and Viewers; Agents can view, create and edit templates. What the areas control in practice:
  • AI Agents with View, Edit (Manager) can change an agent’s configuration and tools but not create or delete agents.
  • AI Agents view is what makes the Agents group (Agents, Spotlight and Knowledge) appear in the sidebar. Agents and Viewers do not see it, so they cannot open the Knowledge Base from the sidebar even though their role can view it.
  • Analytics view is what makes Reports appear in the sidebar.
  • Integrations view is what makes Channels and Integrations appear; Billing view is what makes Billing appear. Agents and Viewers see neither.
  • Settings view is what makes Settings → General appear; saving it needs Edit or Full Access.
  • API Keys view is what makes Settings → AI Assistants and Settings → API Keys & Webhooks appear.
  • Areas a role cannot view are hidden from that person’s sidebar.
Role permissions also bound what a connected AI Assistant may do on that person’s behalf; see Permissions and safety.

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Custom roles

Create Custom Role is shown but disabled: “Custom roles are not available on your current plan. Contact sales to unlock this feature.” Predefined roles cannot be edited or deleted.

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Troubleshooting