Invite teammates and assign roles
Add members to your workspace, assign roles (Owner, Admin, Agent, Viewer), and manage seats.
Last updated April 19, 2026
Protodesk has four per-workspace roles with clear hierarchies. Viewers are unlimited on every plan; only Admins and Agents count against your seat cap.
The four roles
| Role | Reply | Assign | Delete | Manage settings | Billing |
|---|---|---|---|---|---|
| Owner | ✓ | ✓ | ✓ | ✓ | ✓ |
| Admin | ✓ | ✓ | ✓ | ✓ | — |
| Agent | ✓ | ✓ | — | — | — |
| Viewer | — | — | — | — | — |
Viewers can read every ticket and customer record but cannot reply, assign, or resolve. Useful for stakeholders, engineers who want visibility, or managers doing QA reviews.
Exactly one Owner per workspace. You can transfer ownership under Settings → Members → Owner → "Transfer ownership".
Invite a teammate
- Settings → Members → "Invite member"
- Enter an email address and pick a role
- Optional: pick a team to add them to (or leave unassigned)
- Click Send invitation
The invitee gets an email with a signup link. The link is scoped to your workspace — when they sign up, they land directly in your inbox, not a new workspace.
Invitations expire after 7 days. Resend by clicking the row in Settings → Members → Pending.
Seat limits by plan
| Plan | Admin + Agent seats | Viewers |
|---|---|---|
| Free | 3 | Unlimited |
| Starter | 5 | Unlimited |
| Pro | 15 | Unlimited |
| Business | 50 | Unlimited |
| Enterprise | Unlimited | Unlimited |
If you try to invite beyond your seat cap, you'll see an upgrade prompt. You can always invite Viewers regardless of your cap.
Change someone's role
Settings → Members → click the member → "Change role". Role changes take effect immediately on their next page load.
You cannot demote yourself below Admin unless you first transfer ownership or are not the Owner.
Remove a member
Settings → Members → click the member → "Remove". This:
- Revokes their access to the workspace
- Reassigns their open tickets to the workspace's default assignee (Settings → General → Default assignee)
- Preserves their historical actions (their replies, assignments, and notes stay in the audit log)
They can still log into Protodesk — they just can't see your workspace anymore. If they belong to multiple workspaces, the others are unaffected.
SSO and SCIM (Enterprise)
On Enterprise, members sign in via SAML/OIDC SSO. User lifecycle (creation, deactivation, role assignment) flows from your identity provider via SCIM. Manual invites are still available as a fallback.
Summary
- Four roles: Owner, Admin, Agent, Viewer
- Viewers unlimited on every plan; Admins and Agents count against your seat cap
- Invite via email with 7-day expiry
- Transfer ownership via Settings → Members; never orphans a workspace
Questions? Email us.