> ## Documentation Index > Fetch the complete documentation index at: https://docs.recepai.ai/llms.txt > Use this file to discover all available pages before exploring further. # Team Members > Manage who on your team can access and configure your AI receptionist — set roles, permissions, and module access. The Team Members page lets you control who on your team can access your receptionist's settings — and exactly what they can do. **How to access this page:** Click the **RecepAI menu icon** in the top-right corner of your admin panel, then select **"Team Members"** from the dropdown menu. This page is not in the main sidebar navigation. **Manager access required.** To see the Team Members menu, your RecepAI account manager must first grant you **Manager** access. If you don't see "Team Members" in the dropdown, contact your RecepAI account manager to request it. *** ## Roles: Manager vs Staff Every team member has one of two roles: | Role | Badge | What They Can Do | | ----------- | ------------ | ------------------------------------------------------------------------------------------------ | | **Manager** | Purple badge | Add, edit, and archive other team members. Full control over team settings. | | **Staff** | Green badge | Work within their assigned permissions and modules. **Cannot** add or manage other team members. | Only a **RecepAI account manager** (Hotel Linkage staff) can promote someone to Manager. Managers themselves cannot change someone's role — they can only set permissions and module access for existing Staff members. *** ## Permissions Each team member gets granular permissions that control what actions they can take: | Permission | Badge Color | What It Allows | | ---------- | ----------- | ----------------------------------------------------------------------------------------------- | | **Read** | Blue | View all settings, documents, conversations, and analytics (read-only) | | **Edit** | Yellow | Modify settings, upload documents, change configurations — everything Read can do, plus writing | | **Delete** | Red | Remove documents, archive conversations — everything Edit can do, plus deletion | Permissions are **cumulative** — a team member with Edit automatically has Read, and a team member with Delete has both Read and Edit. **Recommended setup:** Give most team members **Read + Edit**. Reserve **Delete** for senior staff who need to remove documents or manage content. This prevents accidental deletions while keeping everyone productive. *** ## Team Members Table The main table shows all team members at a glance: | Column | What It Shows | | --------------- | ------------------------------------------------------------------------- | | **Team Member** | Name, email address, and hotel access count (for chain users) | | **Permissions** | Permission badges (Read, Edit, Delete) plus role badge (Manager or Staff) | | **Status** | Active (green dot) or Inactive (gray dot) | | **Actions** | Edit and Archive buttons (or Edit and Reactivate for archived members) | ### Hide Archived Toggle By default, archived (inactive) team members are hidden. Toggle **"Hide Archived"** off to see all team members, including those who have been archived. This is useful when you need to reactivate someone. *** ## Adding a Team Member Click **"Add Team Member"** to open a slide-in panel with the following sections: ### Account Information | Field | Required | Details | | ----------------- | ----------------- | ----------------------------------------------------------------------------- | | **Display Name** | Yes | The name shown in the team members table | | **Email Address** | Yes | Used for login — must be a valid email | | **Password** | Yes (new members) | Minimum 8 characters with uppercase, lowercase, number, and special character | ### Permissions Choose which actions this team member can perform: * **Read** — View settings and data (enabled by default) * **Edit** — Modify settings and upload content (enabled by default) * **Delete** — Remove documents and content (off by default) Click each permission toggle to enable or disable it. At minimum, every team member has Read access. **You can only grant permissions you have.** If you don't have Delete permission yourself, you cannot give Delete to someone else. Toggles for permissions you don't have will be grayed out. ### Staff Access Control which sections of the admin panel this team member can see: **Full Access** — Complete access to all receptionist tools. The team member sees every page in the admin panel. **Limited Access** — Choose specific modules. When selected, a grid of module cards appears: | Module | What It Includes | | --------------- | -------------------------------------------------------- | | **Chat Agent** | Chat personality and AI settings | | **Voice Agent** | Voice personality and call settings | | **Training** | Document upload and knowledge base management | | **Widget** | Widget appearance and deployment settings | | **Analytics** | Conversation history, evaluation results, and usage data | | **Front Desk** | PMS integration and guest management | Select one or more modules by clicking their cards. You must select at least one module when using Limited Access. **Match access to responsibilities.** Give your marketing team access to Widget and Training — they know your brand best. Give your front desk manager access to Analytics and Chat Agent — they see guest needs firsthand. Everyone contributes what they know. ### Advanced Options | Setting | What It Does | | ---------- | ------------------------------------------------------------------------------------------------------ | | **Active** | When off, the team member cannot log in. Use this to temporarily suspend access without removing them. | *** ## Editing a Team Member Click the **Edit** button (pencil icon) on any row to open the same slide-in panel with the team member's current settings pre-filled. You can change: * Display name * Password (leave blank to keep the current one) * Permission toggles (Read, Edit, Delete) * Staff Access (Full or Limited, with module selection) * Active status **Hierarchy rules apply.** Managers can freely edit any Staff member — including granting Delete permission. However, when editing another Manager, you can only modify their settings if your permission level is higher than theirs. You cannot edit a Manager with equal or higher permissions. *** ## Archiving & Reactivating RecepAI uses **archiving** instead of permanent deletion. This keeps a record and makes it easy to bring someone back. ### Archiving a Team Member 1. Click the **Archive** button (box icon) on the team member's row 2. A confirmation dialog appears explaining that the member will lose access 3. Click **"Archive"** to confirm The team member's status changes to **Inactive** — they can no longer log in, but their record is preserved. ### Reactivating a Team Member 1. Turn off the **"Hide Archived"** toggle to see inactive members 2. Click the **Reactivate** button (checkmark-person icon) on the archived member's row 3. Their status changes back to **Active** and they can log in again **Seasonal staff?** Archive team members at the end of the season and reactivate them when they return. Their permissions and module access are preserved — no need to set everything up again. *** ## Hotel Chain Users If your organization manages multiple hotels, the Team Members page supports **per-hotel access control**. Instead of the standard Permissions section, chain users see a **Hotel Access** section where you can: * Add multiple hotels from a dropdown * Set **different permissions** (Read, Edit, Delete) for each hotel * Click **"Add Another Hotel"** to grant access to additional properties * Remove a hotel from the list with the **x** button This means a team member could have Edit access at one hotel and Read-only access at another — giving you precise control across your portfolio.