Team Management

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Overview

Team Management lets you collaborate with others on your AI phone system. Create an organization, invite team members, and assign roles to control who can do what. Perfect for agencies managing multiple clients, businesses with support teams, or anyone who needs multiple people accessing the dashboard.

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Organizations

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What is an Organization?

An organization is a shared workspace where multiple users can collaborate:

• Share agents across the team
• Share phone numbers
• View shared inbox
• Access shared contacts
• Collaborate on knowledge base

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Creating an Organization

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Organization Settings

As an Owner or Admin, you can configure:

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Team Roles

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Role Hierarchy

Magpipe uses three roles with different permission levels:

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Permission Matrix

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Inviting Team Members

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Sending Invitations

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Invitation Process

1. Email sent: Recipient gets an email with invitation link
2. Link clicked: They’re directed to sign up or log in
3. Auto-joined: They’re automatically added to your organization
4. Access granted: They can immediately access shared resources

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Invitation Expiry

• Invitations expire after 60 days
• Expired invitations can be resent from the team list
• Pending invitations show in the team list with expiry status
• Invitations can be cancelled by the Owner

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Resending Invitations

If someone didn’t receive or lost their invitation:

1. Go to Settings → Team
2. Find the pending invitation
3. Click Resend

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Managing Team Members

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Viewing the Team

Go to Settings → Team to see:

• All organization members
• Their roles
• Join date
• Last active

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Changing Roles

To change someone’s role:

1. Find them in the team list
2. Click their current role
3. Select the new role
4. Confirm the change

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Removing Members

To remove someone from the organization:

1. Find them in the team list
2. Click Remove
3. Confirm removal

What happens when removed:

• Immediate loss of access
• Their personal account remains
• Data they created stays in the org
• They can be re-invited later

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Ownership

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Transferring Ownership

As an Owner, you can transfer ownership to another member:

1. Go to Settings → Team
2. Find the member
3. Click Transfer Ownership
4. Confirm the transfer

After transfer:

• You become an Editor
• They become the new Owner
• All Owner permissions transfer

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Leaving an Organization

As an Editor or Support member:

1. Go to Settings → Team
2. Click Leave Organization
3. Confirm

As an Owner: You must transfer ownership before leaving. The organization cannot exist without an Owner.

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Agency & Reseller Use Cases

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Managing Multiple Clients

For agencies managing multiple businesses: Option 1: Separate Organizations

• Create one organization per client
• Invite client as Member (view only) or Admin
• You maintain Owner access for management

Option 2: Single Organization

• One organization with multiple agents
• Each agent represents a client’s business
• Team members see all agents

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Client Access Levels

Recommended role assignments:

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White Label + Teams

Combine with White Labeling for a complete agency setup:

• Custom branding on their login
• Your logo and colors
• Client sees their own dashboard
• No “Magpipe” branding

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Best Practices

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Security

1. Use least privilege: Give members only the access they need
2. Regular audits: Review team members quarterly
3. Remove promptly: Remove access when someone leaves
4. Protect Owner account: Use strong password and 2FA

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Organization Structure

1. One org per business: Don’t mix unrelated businesses
2. Clear naming: Use descriptive organization names
3. Document roles: Keep internal notes on who does what
4. Single Owner: Have one clear Owner for accountability

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Onboarding New Members

1. Send invitation with context about the role
2. Provide documentation on how to use the system
3. Start with limited access (Member role)
4. Upgrade as needed based on responsibilities

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Troubleshooting

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Invitation Not Received

1. Check spam/junk folder
2. Verify email address is correct
3. Resend the invitation
4. Try a different email address

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Cannot Access Resources

If a team member cannot access expected resources:

1. Verify they accepted the invitation
2. Check their assigned role
3. Confirm they’re in the correct organization
4. Check if the resource exists (agent, number, etc.)

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Multiple Organizations

Users can belong to multiple organizations:

• Switch between orgs in the account menu
• Each org has separate resources
• Roles are independent per organization