What is it?

Everyone who works in your account gets their own entry on the Staff page: an email, a name, a password you set, and an access level. That email and password is their login for the web dashboard (when personal logins are on — see below) and for the mobile app — nothing separate to set up. Change a level, reset a password or remove a person from the same page.

Staff are people. The Team page next to it is about AI employees — the agents that answer your lines.

Adding a person

1. Open Setup → Staff.
2. Under Add a person type their work email, the name customers will see in chat, and a password of at least 6 characters.
3. Choose the access level. If unsure, start with Operator — you can change it any time.
4. Press Add and give them the email and password yourself — no invitation is sent.

With that email they sign in to the mobile app straight away, and on the usual web login page once personal logins are on (below). If they use the same email in two accounts, the login page asks which account they mean.

Their own login = their name on every action

When a person signs in with their own email and password, everything they do is signed with their name in the Action journal. New accounts have personal logins switched on from the start. If yours was created earlier, tick Let staff sign in with their own email and password at the top of the Staff page.

The shared operator password in Settings still works, but everything done under it is recorded as “shared login”, without a name. Once everyone has a personal login, clear the shared operator password so the team signs in only under their own names. You keep signing in with your account email.

Who am I signed in as? The foot of the menu says it: «You: Anna · Operator» under a personal login, or «Shared admin login» / «Shared operators’ login» under a shared one. Replies sent from a shared login reach the customer, but in the chat they are signed «Operator», and the conversation is held by nobody in particular — a colleague signed in by name will be asked whether to take it over. Signed in by name on the phone and under the shared login in the browser, you are two different people to the system.

Four access levels

• Viewer — sees leads, contacts, chats, calls and tasks, and changes nothing. For an accountant, an investor, or a partner who was given a look at the pipeline. Buttons on their screen are greyed out and the server refuses a change even if they find a way to press one. A viewer is never handed tasks or leads, and neither their app nor their desk extension rings for customers.
• Operator — does the work: answers chats, takes and makes calls, moves leads, works their own tasks. Cannot open Settings, Integrations, Knowledge, the Journal or Staff.
• Manager — everything an operator does, plus the team's numbers (the value report, who takes the calls, the task scoreboard), handing tasks to people, changing who owns a lead or is responsible for a contact, handing out leads nobody owns, merging two contact cards of one person, and the Staff page: the whole team at a glance, who is on duty for tasks, and whether new leads get an owner automatically. Cannot add or remove people or change their levels, and cannot change Settings, integrations, billing or phones.
• Admin — everything, including adding people and setting their levels, Settings, integrations, billing, phones and calls placed by the AI.

Only an admin adds people and changes levels: pick the level when you add someone, or change it any time from their row. The levels are a ladder — each one can do everything the one above it in this list can.

Making someone a viewer takes effect at once: their app stops getting notifications and calls, their desk extension is switched off, their personal Telegram is unlinked, they stop being on duty for tasks, and their open tasks go to colleagues by the usual rules — and so do their open leads — or stay without an owner when nobody else can take work. The page tells you how many tasks and leads moved and names anything it could not close; saving Viewer again retries it. If they return to work, switch their extension back on under Telephony → Staff and phones.

The mobile app follows the same levels. A viewer can open the app and read, but cannot reply, move a lead, add a task or take calls. Starting a call by the AI from the app is for admins, the same as Outbound in the dashboard.

Operators see only their own leads. On the Staff page an admin can switch on «Operators see only their own leads and the unassigned ones». An operator then sees, everywhere — the board, lists, search, export, the mobile app — the leads assigned to them and the ones nobody has taken yet; a colleague's lead shows as «With a colleague» and does not open. Managers and admins still see every lead, and contacts and chats stay shared, because a customer may write to anyone. It needs personal logins: while they are off the setting cannot be switched on, and if they are switched off later it pauses. Someone signing in with the shared operator password sees only the leads nobody has taken.