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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 and permissions shows exactly what each role can do. You can also open Team members from the workspace menu at the top of the sidebar.

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Before you start

  • Both pages are listed for anyone with team view access (Owner, Admin, Manager and Agent). Inviting needs team-management create access; changing roles, resending and cancelling invites needs full access; removing people needs delete access. Among the predefined roles only Owner and Admin have these, so Managers and Agents can read the page but not change it.
  • You can only act on people ranked below you, and you can never give a role above your own. The Owner can’t be removed and nobody can change the Owner’s role.

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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 several people, separate their email addresses with commas.” You can invite up to 50 people at a time; repeated addresses are counted once.
3

Choose a role

Pick a Role. It starts on Agent. You can’t pick Owner or a role above your own.
4

Send

Click Send invites. The page confirms Invites sent and the addresses appear under Pending invites.
If an address is mistyped you see “Check these addresses:” and the list, with “Enter a full email address, like [email protected]”. If someone already belongs to the workspace you see Already in this workspace. Each invitee receives an email from Popcorn with a link. The invitation only works for the address it was sent to:
  • No Popcorn account yet. The link opens sign-up, and they create the account with that email.
  • Already have an account. They sign in and land on a page titled “Join Workspace” (“Name invited you to join Workspace on Popcorn.”), where Join workspace accepts it and Not now leaves it for later. If they are signed in with a different email, the page says “This invitation is for another account” and offers Sign out. Their other workspaces stay as they are.
  • Link already used, cancelled or replaced. The page says “This invitation can’t be used”. Ask the person who invited you to send a new one.

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Pending invites

Pending invites (“N waiting to join”) lists invitations that have not been accepted, with Email, Role, Invited by and Date sent. With full team-management access each row has a menu: Once someone accepts, they move from Pending invites to the members table. If you act on an invite that was already accepted or cancelled, the page says “This invite was already accepted or cancelled.” and refreshes both lists.

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Manage members

Members (“N members”) 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 ranked below you. Pick the new role and the page confirms Role updated. The change applies immediately, and the member’s notification defaults follow the new role (settings they customised are kept). If the role has your own rank, Popcorn asks first: “Give name the role role?”, “After this you can’t change their role or remove them from the team. Only someone with a higher role than yours can.” Click Change role to continue.
  • Remove a member. With delete access, open the row menu and choose Remove from team. After you confirm (“Remove name from the team?”), the person loses access to this workspace right away and you see Member removed. You can invite them again later.
If someone changed the team since the page loaded, a change is refused and the page refreshes. The reasons read: “This person is no longer in the workspace. Refresh the page.”, “Their role is now equal to or higher than yours, so you can’t change it or remove them.”, “You can’t give someone a role higher than your own.” and “That role no longer exists. Refresh the page and try again.”

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Several workspaces

One account can belong to more than one workspace, for example one per store or brand. Each has its own team, inbox, agent, plan and billing, and your role can differ in each.
  • Switch. Open the workspace menu at the top of the sidebar. Workspaces lists yours, with a check beside the one you are in; choose another to switch. A workspace that is turned off shows Suspended and can’t be opened.
  • Create. Choose Create workspace in the same menu, enter a Workspace name (usually the store or brand name) and click Create workspace. You become its Owner and land in its setup, on the free plan with its own credits. One account can create up to 10 workspaces; after that you see “You’ve created as many workspaces as one account can. Contact support to add more.”
  • Leave. Settings → Profile has a Leave workspace section when you belong to another workspace you can work in. Click Leave workspace, then Leave; “You’ll lose access to its inbox, customers and settings. Your other workspaces aren’t affected.” You need a new invitation to come back. You can’t leave if you are its only Owner (“Make another member an owner first.”) or if it is your only workspace.

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Roles and permissions

Settings → Roles and permissions lists the roles with their member counts (“N roles”). Click a role to see its permission matrix. The five predefined roles are marked System and are read-only (“System roles can’t be changed.”). People with full team access see the note “Every workspace uses these roles. Custom roles aren’t available yet.”

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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 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:
  • Agents with View, Edit (Manager) can change an agent’s configuration and tools but not create or delete agents.
  • Agents view is what makes Agent, Knowledge and Spotlight appear under Your agent in the sidebar. Agents and Viewers do not see them.
  • Customers, Orders, Products and Campaigns view each make their sidebar item appear, and Analytics view makes Reports appear.
  • Integrations view is what makes Integrations appear at the foot of the sidebar. Billing view is what makes Plan and billing appear in the workspace menu, and Team view makes Team members appear there. Agents and Viewers see neither of the first two.
  • 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 and 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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Troubleshooting