--- title: Team Members & Roles | Flyweel Docs description: Invite teammates to your Flyweel organization, assign roles, and share ad platform connections, campaigns, reports and invoices across your team. url: "https://www.flyweel.co/docs/settings/team-members" type: static generatedAt: "2026-09-18T05:57:35.817Z" --- ![Documentation hero background](https://astro-flyweel-docs.vercel.app/vision-hero.webp) # Team Members & Roles ## Overview[Link to this section](#overview) Invite your team into Flyweel. Each person gets their own login, plus a role that sets what they can see and do. The whole team shares the same ad platform connections, campaign data, reports and invoices. **Settings → Members** is only visible to Owners, Admins, and Managers. Those are the roles that can invite and manage members. --- ## Requirements[Link to this section](#requirements) Before you invite - You need a **custom-domain email** to send invites. Free email like Gmail or Outlook can’t invite. If you’re on one, you’ll see: `Set up a custom-domain email to invite teammates.` - The person you invite must use **the same email domain** as you. - People on other email domains can’t be invited yet. --- ## Inviting a Teammate[Link to this section](#inviting-a-teammate) ### Open Members settings Go to **Settings → Members** and click **Invite member**. ### Fill in the invite In the “Invite a teammate” dialog, type their email (it must match your domain) and pick a role: **Marketer** (default), **Manager**, or **Admin**. Click **Send invitation**. ### Invitation sent You’ll see an “Invitation sent.” toast. The invite shows under **Pending invitations** with its expiry date. Invites expire after 7 days. ### Your teammate gets an email They get an email with the subject “You’re invited to join {org name} on Flyweel” and an **Accept invitation →** button. ### They open the link If they don’t have an account yet, the sign-up screen says “Join {org name}” with their email filled in and locked. If they’re signed in under a different address, they see a “Wrong account” screen. It tells them to sign back in with the invited address. ### They accept On the “Join {org name}” page, they click **Accept invitation to {org name}**, see “You’re in! You’ve joined the organization. You now have access to its shared resources.”, and click **Go to dashboard**. --- ## Roles[Link to this section](#roles) Flyweel has four fixed roles. There are no custom roles. | Role | Can | | --- | --- | | **Owner** | Everything. The only role that can change the plan or rename the organization. One per organization; not transferable. | | **Admin** | Cards, campaigns, CRM, invoices, connections, reports, inviting members, and billing (view). Can’t change the plan; that’s Owner-only. | | **Manager** | Campaigns, CRM, connections, reports, invoices (view), billing (view), and inviting members. No cards. | | **Marketer** | Campaigns, connections, reports (view), and billing (view). No CRM, cards, invoices, or member management. | Workspace owners and admins can view and manage Cards and receive card-account notifications. Managers and marketers do not have Cards access today. Every role can see the team’s plan and usage. Only the Owner can change it. Owner never shows in the invite dialog. It can’t be given out or passed on. You can only grant roles at or below your own: an Admin can invite another Admin, but never an Owner. --- ## What Your Team Shares[Link to this section](#what-your-team-shares) When someone accepts an invite, they can see the team’s shared data, based on their role: - **Connections, campaigns, metrics, reports, and invoices** are visible to the whole team, not just the person who set them up. - **Syncing**: any member with campaign access can start a sync. It runs on the saved login of whoever connected the account. The member never sees or holds it. - **Cards** are for Owners and Admins only. When you remove a teammate who holds cards, Flyweel lists each card and asks whether to leave it active, freeze it, or cancel it. Their card-partner access is removed either way. See [Manage Cards](/docs/cards/manage-cards). - **Billing**: one plan covers the whole team. The message limit is shared across the team, not multiplied per member. --- ## Managing Members[Link to this section](#managing-members) From **Settings → Members**, Owners, Admins, and Managers can: - **Change a role**: use the dropdown on a member’s row. It applies right away. The member is told in the app and by email (subject `Your role at {org name} is now {role}`). - **Remove a member**: click **Remove**. A dialog asks you to confirm: > **Remove this member?** {name} will lose access to the organization. Review and manage any cards assigned to them before you continue. Removing access cannot be undone; you would need to re-invite them. The removed person isn’t told. Nothing in the app, no email. - **Revoke a pending invite**: click **Revoke** on the row. This cancels the invite link and nothing else. --- ## Requests to Join[Link to this section](#requests-to-join) Sometimes a colleague signs up on your company domain without an invite. They don’t get a separate account. Instead, they see a “Waiting on {org name}” page while their request is pending. While they wait, they can’t connect ad accounts or apply for capital. Owners, Admins, and Managers approve or decline them from the **Requests to join** list on the Members page. Approvers see an “Access request” alert in the app. If declined, the person sees `Access to {org name} was declined` with a **Request access again** button. --- ## When a Teammate Leaves[Link to this section](#when-a-teammate-leaves) When the person who connected an ad account is removed, their saved connection keeps syncing until its token runs out. When that happens, every member who can manage connections gets an alert in the app and an email (`Your {provider} connection has expired`). The in-app toast is titled `{platform} needs re-authorization` with the message `A teammate's connection expired. Reconnect to restore syncing.` Any of them can reconnect with their own login, and those accounts carry over on their own. Until someone does, sync results say which accounts aren’t syncing. Data already synced is safe. CRM (Pipedrive) connections can’t be handed over yet. If the person who connected one leaves, that sync stops without a prompt. --- ## Troubleshooting[Link to this section](#troubleshooting) | Message | Cause | Fix | | --- | --- | --- | | `Set up a custom-domain email to invite teammates.` | You’re on a free provider (Gmail, Outlook) or have no valid domain | Use a company-domain account | | `You can only invite teammates on your own email domain.` | Their email domain doesn’t match yours | Invite a same-domain address instead | | `This person is already a member of your organization. Change their role from the members list instead.` | They’re already an active member | Use the role dropdown on their row instead | | `An invitation for this email is already pending` | A second invite was sent while one is still open | Revoke the pending invite first, or wait for them to accept | | `This invitation has expired. Ask your teammate to send a new one.` | Accept was clicked more than 7 days after the invite was sent | Send a fresh invite | | `Wrong account` | They’re signed in under a different email than the one invited | Sign out and sign back in with the invited address | | `This invitation has already been {accepted/revoked}.` | The invite link was reused, or already revoked | Request a new invite if access is still needed | | `You cannot grant a role with more permissions than you have` | For example, a Manager tries to invite an Admin | Ask an Admin or the Owner to send that invite | | `You don't have permission to manage organization members.` | A Marketer (or roleless member) opened `/settings/members` directly | Ask an Owner, Admin, or Manager | | `Failed to send the invitation email` | The email didn’t send | Retry; the invite isn’t created until the email sends | | `Contact the organization owner to change the plan` | A member without billing-manage opened the plan card | Ask the Owner to upgrade | | `Some accounts aren't syncing. Please ask your organization's admin who manages connections to reconnect.` | A connector left or a token died, seen by a member who can’t manage connections | Ask an admin or manager to reconnect | | `You have exceeded your daily or monthly message limit. Upgrade to a higher plan or wait until it resets.` | The team’s shared chat allowance is used up, maybe by a colleague | The Owner upgrades, or wait for the reset | | `Access to {org name} was declined` | An admin declined the join request | Use **Request access again**, or contact the admin | --- ## Frequently Asked Questions[Link to this section](#frequently-asked-questions) ### Can I invite my contractor or media buyer who’s on a different email domain?[Link to this section](#can-i-invite-my-contractor-or-media-buyer-whos-on-a-different-email-domain) Not yet. Invites only work between addresses on the same company domain. ### What can each role do?[Link to this section](#what-can-each-role-do) Marketer: campaigns, connections, reports (view), and billing (view). Manager: adds CRM, report management, invoice viewing, and inviting members. No cards. Admin: adds cards and invoice management, but can’t change the plan. Owner: everything, including the plan and the team’s name. It can’t be reassigned. ### If my media buyer runs a sync, whose ad account login does it use?[Link to this section](#if-my-media-buyer-runs-a-sync-whose-ad-account-login-does-it-use) The saved login of whoever connected that ad account. The person who clicks sync never sees or holds it. ### What happens when I remove someone?[Link to this section](#what-happens-when-i-remove-someone) Their Flyweel access and card-partner access end when you remove them. If they hold cards, Flyweel asks you to leave each card active, freeze it, or cancel it before the removal completes. ### Can a member connect their own ad account?[Link to this section](#can-a-member-connect-their-own-ad-account) Yes. Every role can connect ad platforms. The account joins the team’s shared set. ### What if the person who connected our Meta account leaves?[Link to this section](#what-if-the-person-who-connected-our-meta-account-leaves) Their connection keeps syncing until it expires. Then everyone who can manage connections is told in the app and by email. Any of them can reconnect, and those accounts carry over on their own. Data already synced is safe. ### My colleague signed up on our company domain without an invite. Where’s their account?[Link to this section](#my-colleague-signed-up-on-our-company-domain-without-an-invite-wheres-their-account) They sit on a waiting page until an Owner, Admin, or Manager approves them from Settings → Members. They don’t get a separate account. ### Does adding members cost more?[Link to this section](#does-adding-members-cost-more) No. One plan covers the whole team at a flat price, with no seat fees. The message limit is shared, not multiplied: a free team splits 10 messages a day (50 a month), and Growth splits 300 a month. ### Who can upgrade or cancel our plan?[Link to this section](#who-can-upgrade-or-cancel-our-plan) Only the Owner. Everyone else, including Admins, can see the plan and usage. The plan card tells them to contact the owner. ### I already pay for Flyweel and just joined my company’s team. What happens to my subscription?[Link to this section](#i-already-pay-for-flyweel-and-just-joined-my-companys-team-what-happens-to-my-subscription) Your team’s plan now applies to you. Your old personal plan isn’t cancelled on its own, and Stripe keeps billing it. Contact support to cancel or refund it. ### Can I rename my organization?[Link to this section](#can-i-rename-my-organization) The Owner can, in the `Company Name` field on `Account & organization details`. Everyone else sees it read-only. Renaming updates the top nav, invites and emails for the whole team. --- ## Need Help?[Link to this section](#need-help) Questions about members, roles, or access? Contact [team@flyweel.co](mailto:team@flyweel.co) or use the in-app chat. ### Ready to get started? Start optimizing your ad spend today with Flyweel. [Start Free](https://signup.flyweel.co/?variant=control)