Gruvi charges by workspace rather than by seat, so there is no reason to be sparing with who you invite. What matters is what each of them can do once they are in.

Where your team lives

Settings, then Members. There are five areas: Members, Invites, Roles & permissions, Presence and Teams.

The Members list shows everyone with their email address, their role and when they joined.

Inviting someone

1Go to Settings, then Members.
2Click Invite someone.
3Enter their email address and choose the role they should have.
4Send the invitation.

Pending invitations sit under Invites until they are accepted, so you can see who has not joined yet.

Choose the role when you invite rather than fixing it later. People explore on their first day, and that is exactly when the wrong permissions do damage.

The three built-in roles

Owner: Full access to everything, including billing and deleting the workspace. There is one, and it is whoever set Gruvi up.
Admin: Nearly everything. Can manage members, settings and channels. Slightly short of Owner.
Member: Roughly half the permissions. Enough to work conversations properly, without reaching workspace configuration.

These cover most teams. Between them, an Owner runs the workspace, Admins run the setup, and Members do the support.

Reading the permission count

Each role shows a count out of the total number of permissions. Owner has all of them, Admin nearly all, and Member around half.

It is a useful shorthand when deciding whether a built-in role is close enough, or whether you need something in between. Click a role to see exactly which permissions it holds.

Custom roles

When none of the three fits, you can build your own. Permissions are grouped into nine areas, from threads to billing, and you switch them on or off individually.

You do not start from nothing. Presets like Support agent or Read only give you a sensible starting point to adjust.

Common reasons include a contractor who should answer conversations but see no customer data, and a manager who needs reports but not settings. Another is an outside agency who should see one thing only.

How to create a custom role

1Go to Settings, then Members, then Roles & permissions.
2Click New role.
3Start from a preset close to what you want.
4Switch individual permissions on or off across the nine areas.
5Save it, then assign it to people from the Members page.

Changing somebody's role

1Open Settings, then Members.
2Find the person in the list.
3Use the ... menu at the end of their row.
4Choose the new role.

Review roles when people change jobs, not only when they leave. Someone who moved from support to sales two months ago probably still has permissions they no longer need.

Who should be what

Owner: One person, usually whoever is accountable for the bill.
Admin: The one or two people who actually configure Gruvi. Resist making everyone an Admin.
Member: Everybody who answers customers. This is the right default.
A custom role: Anyone whose job genuinely does not fit the three above. Build it deliberately, not as a way of avoiding the decision.

Inviting members and managing roles & permissions