Your organization

Team & seats

Invite teammates, assign roles, control which channels each person can access, and manage your org's seat count.

Owners & admins

CommSync uses one shared workspace per org, with shared channels and per-user inboxes. This page covers how to invite teammates, assign them the right role and channel access, and understand how paid seats work.

Team access and seats

Invite a teammate

Only owners and admins can send invitations.

Open Settings → Team

Navigate to Settings → Team from the sidebar. You will see a list of current members and any pending invitations.

Click Invite member

Enter the person's email address and choose their initial role: Admin or Member. You can change the role later.

Send the invite link

CommSync generates an invite link and emails it to the address you entered. You can also copy the link to share it directly.

They accept

When the invitee clicks the link, they create an account (or sign in if they already have one) and join your org. They appear in your member list immediately.

Grant channel access (for Members)

If you invited them as a Member, they cannot see any channels yet. Go to their row in the member list and add the specific phone numbers and email accounts they need to access. Owners and Admins get implicit access to everything — no grant needed.

Access starts at grant time

When an Owner or Admin grants a Member channel access, the Member sees messages that arrive after the grant. Their inbox does not show messages that arrived before the grant.

Permanent email addresses only

Invitations (and signups) to temporary or disposable inbox services are declined — a throwaway address can't receive the invite link, a password reset, or anything else we'd need to send later. Ordinary personal providers like Gmail, Outlook, and Proton are fine.

Roles

Every member holds one role. Pick the right one from the start to avoid confusion:

Admin — full operational authority: manages channels, invites or removes members, and shares contacts. Admins cannot touch billing.
Member — sends and receives on the channels you explicitly grant. No admin capabilities.

The Owner role is unique: there is exactly one owner per org, and they are the billing account holder. The current owner transfers ownership to a new owner directly; no one assigns it. See Roles & permissions for the full capability breakdown.

Manage channel access for Members

An Owner or Admin must explicitly grant a Member access to a channel before the Member sees its threads. You can manage this in two places:

Settings → Team → [member] → Channels — view and edit that member's full list of granted channels.
Settings → Phone numbers or Settings → Email accounts → [channel] → Members — view and edit which members have access to a specific channel.

When an Admin revokes access, the member no longer sees that channel's threads, but their read state and labels stay intact. When an Admin regrants access, everything returns exactly as it was.

See who is online

The bottom of the inbox sidebar shows your teammates, each with a live status dot. The dot updates the instant a teammate's state changes — there is no refresh delay.

Green — online. The teammate has CommSync open and active.
Amber — idle. CommSync is open but inactive: the tab left the foreground, or no input arrived for 10 minutes.
Grey — offline. No live session. Hover the avatar to see when CommSync last saw them.

Hover any avatar for the teammate's name and current state. Click the strip to open Settings → Team. Solo workspaces do not show the strip.

Presence is org-public

Every member of your org can see every other member's status, like a member list. There is no per-user toggle to hide it.

Profile pictures

Each person sets their own picture in Settings → Account → Profile picture (PNG, JPEG, WebP, or GIF, up to 2 MB). The picture appears in the sidebar activity strip, the member list, and the account menu. Without a picture, CommSync shows a generated avatar with the person's initials.

Let members use Agents

By default, only Owners and Admins can see and configure Agents. Turn on AI agents further down the Settings → Team page to let Members create and manage agents too. This also lets Ask use your workspace's connected MCP tools when a Member uses Ask. See Roles & permissions for the full breakdown of what each role can do.

Remove a member

Open Settings → Team, find the member, and choose Remove. Removal takes effect immediately:

The member loses access to the org and all its channels.
Their per-user data (labels, notes, contact graph) stays associated with their account — CommSync does not delete it.
CommSync does not release the seat they occupied automatically (see below).

Seats and billing

Your org's subscription has a seat quantity. CommSync adds a seat automatically when member count exceeds the current quantity. CommSync charges you the prorated difference immediately.

Seats never auto-shrink

If you remove a member, that action does not reduce your seat count or generate a credit. Your paid seat quantity stays where it is. To release seats and reduce your bill, go to Settings → Billing → Seats and lower the quantity explicitly. CommSync will not let you drop below the current number of active members.

This design is intentional. If seats shrank automatically, a teammate's exit would silently reduce your resource pool. You can hit an unexpected over-limit error the next day when you try to link a new channel. Explicit release keeps your workspace's capacity predictable.

Buying headroom

You can buy seats ahead of time — useful when you are about to hire and want to avoid a mid-onboarding billing surprise. Set the seat quantity in Settings → Billing → Seats to any number at or above your current member count. CommSync applies the prorated charge immediately.

For cost details, seat pricing by tier, and proration mechanics, see Billing & plans.

Move from a personal workspace to a team

Every new CommSync account starts as a personal workspace (one seat, no invitations). To add teammates, upgrade to a team workspace first: Settings → Workspace → Upgrade to team. This unlocks invitations and the seat picker. CommSync moves no data during the upgrade — your channels, threads, and contacts stay exactly where they are.