---
title: "Manage your team and roles"
description: "Create a team, invite members, choose the right role (Owner, Admin, Responder or Viewer), remove people, and move bots between teams."
canonical_url: "https://chatthing.ai/docs/account/teams"
last_updated: "2026-09-25"
---

# Manage your team and roles

A team is a separate workspace with its own bots, conversations, usage and plan. Use teams to work with colleagues, or to keep projects (or clients) apart. This page covers team types, roles, inviting and removing members, and moving bots between teams.

## Personal and organisation teams

|  | Personal team | Organisation team |
| --- | --- | --- |
| Who gets one | Everyone, automatically when you sign up | Anyone who creates one or converts their personal team |
| Members | Just you. You can't invite anyone | Invite up to your plan's team member limit |
| Plan | Its own plan, starting on Free | Its own plan. Creating one requires a paid plan |
| Can be deleted | No, only by [deleting your account](https://chatthing.ai/docs/account/sign-in-and-account#delete-your-account) | Yes, by the owner |

Each team has its own subscription, so a new organisation team is billed separately from your personal team. The number of members you can have depends on the plan (see [Compare plans](https://chatthing.ai/docs/account/plans)); add more seats with the **Extra team member** [add-on](https://chatthing.ai/docs/account/add-ons).

Switch between teams with the team switcher at the top of the sidebar.

## Roles

| Role | What they can do |
| --- | --- |
| **Owner** | Everything, including **Billing**, transferring team ownership and deleting the team. Each team has exactly one owner |
| **Admin** | Create, edit and delete bots, data sources, power-ups, channels, webhooks, tasks and tests, and use [Otto](https://chatthing.ai/docs/get-started/otto). Invite and remove members, and change the roles of Responders and Viewers. Use [My Chats](https://chatthing.ai/docs/manage/my-chats) and [take over conversations](https://chatthing.ai/docs/manage/human-takeover). Can't open Billing |
| **Responder** | Read customer [conversations](https://chatthing.ai/docs/manage/conversations) and [take over live chats](https://chatthing.ai/docs/manage/human-takeover) to reply to customers. Can't see or change bots. Responders land on **Conversations** when they sign in |
| **Viewer** | Read-only. See the bots list, each bot's overview and analytics, and conversations. Can't change anything or take over chats |

Use **Responder** for support staff who answer customers but shouldn't change how your bots work.

## What each role can do

| Task | Owner | Admin | Responder | Viewer |
| --- | --- | --- | --- | --- |
| Read [conversations](https://chatthing.ai/docs/manage/conversations) | Yes | Yes | Yes | Yes |
| [Take over and reply](https://chatthing.ai/docs/manage/human-takeover) to live chats | Yes | Yes | Yes | No |
| See the bots list, each bot's **Overview** and [analytics](https://chatthing.ai/docs/manage/analytics) | Yes | Yes | No | Yes |
| Create, [duplicate](https://chatthing.ai/docs/bot-settings/duplicate-a-bot) and delete bots | Yes | Yes | No | No |
| Edit bot settings and [instructions](https://chatthing.ai/docs/bot-settings/instructions) | Yes | Yes | No | No |
| Add, sync and delete [data sources](https://chatthing.ai/docs/knowledge/manage-data-sources) | Yes | Yes | No | No |
| Add and change [power-ups](https://chatthing.ai/docs/power-ups) | Yes | Yes | No | No |
| Set up [channels](https://chatthing.ai/docs/channels), including the API channel secret key, custom domains and phone numbers | Yes | Yes | No | No |
| Manage [webhooks](https://chatthing.ai/docs/developers/webhooks) | Yes | Yes | No | No |
| Manage [scheduled tasks](https://chatthing.ai/docs/bot-settings/scheduled-tasks) | Yes | Yes | No | No |
| Create and run [tests](https://chatthing.ai/docs/bot-settings/test-your-bot) | Yes | Yes | No | No |
| Use [Otto](https://chatthing.ai/docs/get-started/otto) | Yes | Yes | No | No |
| Use [My Chats](https://chatthing.ai/docs/manage/my-chats) | Yes | Yes | No | No |
| Change bots from an AI assistant over [MCP](https://chatthing.ai/docs/mcp/authentication#what-your-assistant-can-access) | Yes | Yes | No | No |
| [Move a bot to another team](https://chatthing.ai/docs/account/teams#move-a-bot-to-another-team) (needs this role in both teams) | Yes | Yes | No | No |
| [Invite](https://chatthing.ai/docs/account/teams#invite-a-team-member) and [remove](https://chatthing.ai/docs/account/teams#remove-a-team-member) members, and [change their roles](https://chatthing.ai/docs/account/teams#change-a-members-role) | Yes | Responders and Viewers only | No | No |
| Manage [billing](https://chatthing.ai/docs/account/billing), the plan and [add-ons](https://chatthing.ai/docs/account/add-ons) | Yes | No | No | No |
| [Transfer team ownership](https://chatthing.ai/docs/account/teams#transfer-team-ownership) and [delete the team](https://chatthing.ai/docs/account/teams#delete-a-team) | Yes | No | No | No |

Anyone with a Chat Thing account can [connect an AI assistant](https://chatthing.ai/docs/mcp/connect) or create an MCP API key for themselves. What the assistant can change in each team follows your role there.

## Create an organisation team

1. Open the team switcher at the top of the sidebar and select **New team**.
2. Enter a **Team name** and, optionally, upload a **Team logo**.
3. Under **Subscription plan**, choose a plan for the team.
4. Select **Create team** and complete payment in Stripe checkout.
   ![The New team page with Team name, Team logo and a choice of subscription plans](https://res.cloudinary.com/djyjvrw5u/image/upload/v1755864420/Xnapper_2025_08_22_13_04_54_8645f2c5a7.png)

You're switched to the new team when it's ready. To move existing bots into it, see [Move a bot to another team](https://chatthing.ai/docs/account/teams#move-a-bot-to-another-team).

## Convert a personal team to an organisation

Converting turns your personal team, with all its bots, into an organisation team you can invite people to. A new, empty personal team is created for you.

> **Warning**
>
> Your personal team must be on a paid plan before you can convert it.

1. Switch to your personal team.
2. Open the team switcher and select **Team settings**.
3. Select **Convert team**.
   ![Team settings for a personal team, explaining personal teams can't invite members, with Create new team and Convert team buttons](https://res.cloudinary.com/djyjvrw5u/image/upload/v1756235314/convert_personal_team_into_organisation_2f260a07c2.png)

## Invite a team member

> **Info**
>
> **Who can do this:** [the team owner and admins](https://chatthing.ai/docs/account/teams#what-each-role-can-do). Your team must be an organisation team.

1. Switch to the team you want to manage.
2. Open the team switcher and select **Team settings**.
3. On **Manage your team**, go to **Invite team member**.
4. Enter their **Email** and choose a **Role**: Admin, Responder or Viewer.
5. Select **Invite**.

Chat Thing emails them an invitation, and you can also select **Copy invite link** to send the link yourself. The link expires after **3 hours**.

The person must accept using the same email address you invited. If they don't have a Chat Thing account yet, the invite link asks them to log in. They can select **Create an account** there, confirm their email, then open the invite link again (within the 3 hours) to join.

## Change a member's role

1. Go to **Team settings** and find **People**.
2. Choose a new role from the dropdown next to the member.

Only the owner can change an admin's role.

## Remove a team member

1. Go to **Team settings** and find **People**.
2. Open the **⋮** menu next to the member and select **Delete**.

They're removed straight away, with no confirmation step. Admins can remove Responders and Viewers; only the owner can remove an admin. The owner can't be removed. Members can't leave a team themselves; ask an owner or admin to remove you.

## Transfer team ownership

1. Go to **Team settings** and find **Transfer ownership**. It appears when the team has more than one member.
2. Select **Transfer**, choose the **Team member**, and confirm.

The new owner takes over billing. You become an admin.

## Move a bot to another team

> **Info**
>
> **Who can do this:** [owners and admins](https://chatthing.ai/docs/account/teams#what-each-role-can-do) of both teams. The receiving team must have room for another bot on its plan.

1. Open the bot and go to its **General settings** tab.
2. Scroll to **Transfer ownership** and select **Transfer**. This section only appears if you belong to more than one team.
   ![The Transfer ownership section at the bottom of a bot's General settings, with a Transfer button](https://res.cloudinary.com/djyjvrw5u/image/upload/v1756239680/bot_transfer_ownership_9744528b2f.png)
3. Choose the team to move the bot to.
4. Select **Transfer** to confirm.

The bot now appears in the other team's bot list.

## Delete a team

Only the owner can delete an organisation team, and only once every other member has been removed.

1. Go to **Team settings**.
2. Select **Delete team**.

> **Important**
>
> Deleting a team deletes its bots and all their conversations, and cancels its subscription. It happens straight away and can't be undone.

## Troubleshooting

### "Team member limit reached"

Your team has as many members as its plan allows. Remove someone, [upgrade](https://chatthing.ai/docs/account/billing#change-your-plan), or add an **Extra team member** [add-on](https://chatthing.ai/docs/account/add-ons).

### "Personal teams cannot invite members"

Personal teams are for one person. [Create an organisation team](https://chatthing.ai/docs/account/teams#create-an-organisation-team) or [convert your personal team](https://chatthing.ai/docs/account/teams#convert-a-personal-team-to-an-organisation).

### The invite link has expired

Invite links last 3 hours. Ask the owner or an admin to invite you again.

### "This invite link was sent to a different email"

Sign in with the email address the invitation was sent to, or ask for a new invite to your current address.

### "Team has no space for the new bot"

The receiving team is at its bot limit. Upgrade that team's plan or add an **Extra bot** [add-on](https://chatthing.ai/docs/account/add-ons) there, then try again.

### I didn't get the invite email

Check your spam folder, or ask the person who invited you to send you the invite link directly with **Copy invite link**.

## Related

- [Manage billing and your plan](https://chatthing.ai/docs/account/billing): How Chat Thing billing works - subscribe, change or cancel your plan, find invoices, and what happens to your bots and data when you downgrade.
- [Take over a live chat from your bot](https://chatthing.ai/docs/manage/human-takeover): Let your team step into a live website chat, reply to the customer directly while the bot pauses, then hand the conversation back to the bot.
- [Security and data handling](https://chatthing.ai/docs/account/security-and-data): Where Chat Thing stores your data, which AI providers process it, whether it's used for training, how access and deletion work, GDPR, DPA and SOC 2.