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Invite your team and choose roles

An account has four roles. Owners and admins can approve sends, manage billing, create API keys and invite people. Members can draft flows and campaigns but cannot approve. Client viewers get read-only access to one client store on an agency account. Only an owner can change ownership or close the account.

Key facts

  • Mailprompt requires approval from a person with the owner or admin role before a marketing send. Source
  • Each plan includes a set number of seats, listed with the plan on the pricing page. Source
  • The API limits access by key scope, and approval remains a human action in the app even for write scopes. Source

Four roles, one account

This article is part of the Mailprompt help centre. It explains who can do what and how to change it without locking anyone out.

An account is one store. People get access through a membership that carries a role. The role is checked on the server for every action, so hiding a button in the browser does not grant or remove a permission.

Owner

The owner has every permission. That includes approving sends, managing billing and the payment method, creating and revoking API keys, inviting and removing people, transferring ownership and closing the account.

There can be more than one owner. For a single-founder store one is fine; for a business with two principals, two owners avoids a recovery problem when one person is unavailable. Keep the list short enough that every owner knows they hold it.

Admin

An admin can do almost everything an owner can: approve, manage billing, create keys, invite people and change settings. The exceptions are ownership transfer and closing the account, which stay with the owner.

Admin is the right role for a head of marketing or an operations lead who runs the account day to day. It is also the role to review first when someone leaves, because an unused admin can approve a send months after the project ended.

Member

A member can draft, edit, comment and request approval. They cannot approve, manage billing, create API keys or change account settings.

Member is the right role for a copywriter, a designer or an agency specialist. They can do the work and ask for a decision, and the approver sees exactly what they built. The split is the product's core rule in permission form.

Client viewer

A client viewer has read-only access to one client store on an agency account. They can see results and drafts without changing anything. They do not consume an editing seat.

Client viewers are how an agency shows a client the work without handing over the account. If a client needs to approve their own sends, that is a different conversation: either they become a member with a member's limits, or the agency keeps approval and shares the results.

Inviting someone

Open Settings, then Team. Enter the email address and choose a role. The invite creates a pending membership tied to that address. The teammate signs in with the same email to accept it.

An invite does not create a password. That matters: an invite to an address that has not been verified should not become a way into the account. If the invite is not accepted, cancel it. If the address was wrong, cancel it immediately and re-invite the correct one.

Members can be changed from one role to another without removing them. Moving a member to admin grants approval and billing immediately, so make that change deliberately. Moving an admin to member removes those permissions immediately.

Removing someone

Removing a membership ends access. Their sessions for that account stop working, and their name stays on the actions they took in the audit log.

Removal does not revoke API keys they created. If a departing teammate had created keys, list the keys, identify the ones they used and revoke or rotate them. The API keys guide covers rotation and the grace period.

If the person was the billing contact, update the billing details. If they were the only owner, add a new owner before removing them; the app refuses to leave an account without one.

Ownership transfer

Transfer adds the new owner first, then lets the current owner step down. This order is deliberate: an account with no owner has no one who can manage billing or close it, and recovery becomes a support process rather than a button.

A transfer is recorded in the audit log. If the transfer was a mistake, the remaining owner can reverse it; if both owners are gone, contact support with the account id and the billing details.

Seats and plan limits

Each plan includes a set number of seats, listed on the pricing page. An agency plan adds read-only client viewers that do not consume editing seats. Inviting beyond the plan's seats is blocked with an upgrade path rather than an overage charge.

Removing a teammate frees their seat at once. If you are between plans, remove inactive members before upgrading; a long list of former contractors is the usual reason an account looks over its seat limit.

Auditing access

The audit log records invites, role changes, removals, key creation and approvals. Use it when a send or a setting changed unexpectedly. It stores who did what and when, not the content of a password or a key.

Review access quarterly. Remove people who no longer work on the account, downgrade admins who no longer need approval rights, and check that every active API key has a known owner. The approval guide explains what the approver is accountable for once the role is granted.

Frequently asked questions

What can each role do?

An owner has every permission, including billing, ownership transfer and closing the account. An admin can do everything an owner can except transfer ownership or close the account. A member can draft, edit and request approval but cannot approve, manage billing or create keys. A client viewer can read one client store's results and drafts without changing anything.

Who should be an approver?

Someone accountable for what the store sends. That usually means the owner and one trusted admin, not the whole team. The approval record names the person, so the role is a commitment rather than a badge. A member who writes the copy can request approval; keeping approval with a different person is the point of the split.

How does an invite work?

An owner or admin enters the teammate's email and chooses a role. The invite creates a pending membership tied to that address. The teammate signs in with the same email to join. An invite can be cancelled before it is accepted, and it does not create a password or a session for anyone. Check the address before sending; an invite to the wrong mailbox is a data disclosure.

What happens when someone leaves?

Remove their membership. Their sessions end, their access to the account stops and any API keys they created remain unless you revoke them separately. Rotate shared keys and change the billing contact if that person held it. The audit log keeps the actions they took while they had access, which is what an audit trail is for.

Can I have more than one owner?

Yes. Multiple owners are allowed and are a sensible safeguard for a business with more than one principal. Every owner can approve and manage billing, so keep the list short and reviewed. Ownership transfer adds the new owner before the old owner is removed, so the account is never left without one.

How do seats and client viewers count?

Each plan includes a number of seats, and an agency plan adds read-only client viewers. A client viewer does not consume an editing seat. Inviting beyond the plan's seats is blocked with an upgrade prompt rather than silently overbilling. Removing a teammate frees the seat for someone else immediately.

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