Teammates and roles

Settings → Teammates. Every page under the Workspace heading is visible to everyone; what a role changes is which buttons work.

Inviting

Type an email address into Invite by email. An invite takes a seat on your plan immediately and activates when they first sign in with Google. There is no password to set: ShareMail has no passwords at all. Until they sign in, the row carries an invited chip.

Inviting someone does not by itself give them any inbox. By default new teammates are added to every shared inbox automatically; that switch is on Settings → Inboxes, and with it off you add people to each inbox by hand under its Members.

The three roles

Role	Can
Member	Work the inboxes they are a member of: read, reply, assign, comment, tag, write templates and their own signatures
Admin	That, plus create shared inboxes, add members to them, invite and deactivate people, write rules, connect integrations, make shared signatures, set the workspace colour and export the workspace
Owner	That, plus change roles and choose the plan

Only an owner can change a role, from the picker on each teammate row. If admins could hand out admin, the role would be self-propagating and an owner’s demotion would never stick.

Two guards you will meet: you cannot change your own role, and the last owner cannot be demoted. A workspace with no owner could never get one back from inside the product. You can promote a second owner, and on a two-person team that is worth doing.

Seats

The line above the list reads “Seats: 4 of 10 used” and names the plan. Invited people count as soon as they are invited, not when they first sign in. Starter has three seats; Team and Business have no limit. See Plan and billing.

Removing someone

The deactivate button on a row blocks their sign-in and frees the seat. Their past messages, comments and assignments stay where they are, because deleting them would make old conversations unreadable. The row stays in the list, dimmed, with a deactivated chip.

To bring someone back, invite their address again. It reactivates the same account, with its history, and takes a seat again.

Your workspace’s name and icon

They are at the top of this page: the company name and the icon that brand the top of everyone’s sidebar. Upload a square image up to 1 MB. Teammates see the change on their next page load.

What an admin cannot do

See anyone’s personal inbox. Not in a team view, not in analytics, not in a workspace export, not by any setting. If you connect your own Gmail, its contents are yours alone. This is enforced in the code and covered by tests, not left to policy.