Members and roles
See who is in your organization, change roles, grant knowledge categories, set departments and remove members.
Team in the sidebar is where admins manage the people in the organization. This page covers members, roles and the knowledge categories each person can read. To add people, see Invite your team.
Roles
There are two roles.
| Member | Admin | |
|---|---|---|
| Ask Brain through an assistant | Yes | Yes |
| Categories they can read | Only the ones an admin grants | All of them, always |
| Sidebar pages | Welcome (until seen), Overview, Brain MCP, My requests, and the Account page | Everything except My requests: Sources, Ingest, Conflicts, Skills, Synapses, Queries, Team, Usage, Billing and Settings |
| Manage people, agent accounts and contacts | No | Yes |
| Build the memory, connect apps, upload | No | Yes |
A member who opens an admin page is sent back to Overview. The Team page itself tells a non-admin "Only administrators can manage users, roles and permissions." For a full comparison, see the Roles reference.
Open the member list
Click Team. The header counts members, active people and admins, and shows how many seats are used, for example "3 / 5 licensed seats". On the Free plan, which is one seat, that seat is already used. See Plan and usage.
The table has these columns.
| Column | Shows |
|---|---|
| Member | Name and email, or just the email if there is no name |
| Department | The department, or "No department" |
| Role | Member or Admin |
| Access | "All" for admins, otherwise "[n] categories" |
| Status | Active, Invited or Blocked |
Click a column heading to sort. Type in Search members to filter by name, email, avatar link or department. The search, the sort and the open member are kept in the page address, so you can share the link.
Pending invitations appear above the members, see Invite your team.
Open a member
Click a row. A panel opens on the right with:
- The name, email, an active or invited badge, and Full access or "[n] categories accessible".
- Name, Avatar URL and Department. Name and avatar save when you leave the field. Department is a list: Leadership, Sales, Customer Success, Product, Engineering, Operations, Finance, Marketing, People, or no department. Brain shows "[email] name updated." and similar messages. An avatar must be an http or https link.
- Brain contact, see Brain contacts and external contacts.
- Role & access.
- Remove member, except on your own row.
Change a role
Open the member
Click their row in Team.
Pick the role
In Role & access, choose Member or Admin.
Check the message
Brain shows "[email] role updated to [role]." The change takes effect straight away.
Two things stop a role change.
| Situation | What Brain does |
|---|---|
| It is your own row | The role list is turned off. Ask another admin to change your role. |
| They are the only admin | "This is the only admin. Make someone else an admin first." |
| The account is an agent account | "Agent accounts are always members; their role can't be changed." See Agent accounts. |
Give a member access to categories
A category is a label on knowledge, such as general, sales, finance or legal. Each piece of knowledge belongs to a category, and a member only gets answers from the categories an admin has granted them. Admins read every category, and their chips show as selected with the tooltip "Included via admin role".
A new member can read no category. Until you grant at least one, they get no knowledge back. Their Account page says "No categories granted yet."
Open the member
Click their row in Team.
Toggle categories
In Role & access, under "Knowledge categories [name] can retrieve when asking", click a category to grant it. A tick means granted. Click again to remove it. Each chip explains itself on hover.
Check the result
The badge at the top of the panel updates, for example "2 categories accessible", and the Access column changes. The member sees the same list under Knowledge access on their Account page.
If a member ends up with every category, the panel shows Full access, the same as an admin.
Changes to categories need a built memory. Before that, Brain says "Category access can't be changed until Brain has finished building your company knowledge. Contact support if this keeps happening."
Categories also decide which skills a person sees and what their assistant can return. See What an agent can see.
Remove a member
Open the member
Click their row in Team.
Click Remove member
The dialog is titled "Remove [name or email]" and says "This member will lose access to the organization. This can't be undone."
Confirm
Click Remove. Brain shows "[email] removed from the organization."
Removing a member ends their access to the organization, deletes their category grants and deletes their Brain contact if they had one. A removed person still appears as "Removed user" in past activity such as Queries. Their seat becomes free.
| Situation | What Brain does |
|---|---|
| It is your own row | There is no Remove member button. Brain says "You can't remove yourself. Ask another admin to remove you." if it is tried some other way. |
| They are the only admin | "This is the only admin. Make someone else an admin before removing them." |
Other people-related places
| Need | Where |
|---|---|
| Machine accounts with API keys | Agents section of Team, see Agent accounts |
| Who Brain can ask when it lacks an answer | Brain contact in a member's panel, and External contacts at the bottom of Team, see Brain contacts and external contacts |
| Rename the organization | Settings, see Organization settings |
| Members changing their own name, avatar or contact | Your account |
If something fails
| Message | What to do |
|---|---|
| A message saying the person is no longer a member and asking you to refresh | Someone else removed them. Reload Team. |
| "Only organization admins can manage users." | Ask an admin. |
| "We couldn't finish removing this member. Contact support for help." | Try again in a minute. If it keeps failing, contact support. |
| "This category no longer exists. Reload to see current categories." | Reload Team. |