How to Add and Manage Team Members in ChatSyncs
User Manager is where you add and manage team members — their login, assigned role, which bots they can access, and live-chat assignment restrictions.
On this page
Control Panel → User Manager creates and manages every team member who can log into the account — separate from the account owner's own login. Each team member is assigned a Team Role (created in User Permission — see How to Set Up User Roles and Permissions), which determines exactly which modules and actions they can access once they log in. This is how an organization lets multiple employees share one ChatSyncs account securely.
From this page you can view all team members, search or filter by Team Role or Status, enable/disable an account, edit a user's information, delete a user, or create a new one.
Creating a team member#
Click Create, then fill in the Create New Team Member page:
| Field | What it's for | Example |
|---|---|---|
| Full Name | The employee's name | Rahul Reddy |
| Used for login and communication | rahul@example.com | |
| WhatsApp Mobile Number | Employee's WhatsApp number with country code (optional) | +91 9876543210 |
| Password / Confirm Password | The employee's login credentials | — |
| Address | Optional | — |
| Team Role | The permission package from User Permission that decides what this user can access | Admin, Sales Team, Customer Support, Marketing |
| Allowed WhatsApp Bots | Which bot(s) this user is allowed to manage, if more than one bot exists | — |
| Status | Enabled = can log in, Disabled = cannot log in | — |
| Allow Only Assigned Chat in Live Chat | See below | — |
Click Create — the account is created immediately and the employee can log in right away with the email and password you set.
Allow Only Assigned Chat in Live Chat#
- Enabled — the team member can only view and reply to conversations specifically assigned to them.
- Disabled — the team member can view all conversations (subject to their Team Role's Live Chat permission).
Example: three support agents — Priya, Kiran, and David — all have Live Chat access. A customer named John starts a conversation, and the administrator assigns it to Priya. With Allow Only Assigned Chat enabled, Priya can see and reply to John's messages, but Kiran and David cannot — preventing two agents from answering the same customer at once.
How User Permission and User Manager work together#
User Permission creates the roles (what a set of permissions allows). User Manager creates the users and assigns one of those roles to each.
Create a Team Role
Define one in User Permission — e.g. Admin, Customer Support, Marketing.
Set its access
Choose which modules and actions that role can use.
Open User Manager
Go to Control Panel → User Manager.
Create the team member
Fill in their info as above.
Assign the Team Role
Pick the role you defined in step 1.
Share the login
Give the employee their email and password.
They log in
The user only sees the modules their assigned role allows.
Real-world example#
An online clothing store has three employees. First, three Team Roles are created in User Permission:
| Role | Access |
|---|---|
| Admin | Full access |
| Customer Support | Live Chat and Subscribers |
| Marketing | Broadcast and WhatsApp Templates |
Then three team members are created here, each assigned one of those roles:
| Employee | Team Role | Login Email |
|---|---|---|
| Rahul | Admin | rahul@example.com |
| Priya | Customer Support | priya@example.com |
| Arjun | Marketing | arjun@example.com |
What each person sees after logging in:
- Rahul (Admin) — Dashboard, Chatbot Manager, User Manager, User Permission, Live Chat, Broadcast, API Settings, and every other module. Full control of the system.
- Priya (Customer Support) — only Live Chat and Subscribers. No access to Chatbot Manager, Broadcast, API Settings, User Manager, or User Permission — just the tools she needs to help customers.
- Arjun (Marketing) — only Broadcast and WhatsApp Templates. No access to Live Chat, Bot Manager, API Settings, or User Management — focused purely on marketing.
Best practices#
Frequently asked#
Where do I see everyone who has access to our ChatSyncs account?
Control Panel → User Manager lists every team member, along with their role, status, and last login.
How do I change what a specific team member is allowed to do?
Change their Team Role in User Manager to a different User Permission package — see How to Set Up User Roles and Permissions — rather than editing access feature-by-feature for that one person.
How do I remove someone's access to the account?
Find them in User Manager and use the row's delete action, or set their Status to disabled if you want to revoke access without deleting their record and history.
How do I stop two support agents from replying to the same customer?
Enable Allow Only Assigned Chat in Live Chat on their team member accounts, then assign each conversation to a specific agent — only that agent will see and be able to reply to it.
Can I limit which WhatsApp bot a team member can manage?
Yes — set Allowed WhatsApp Bots when creating or editing the team member to restrict them to one or more specific bots, if the account has more than one.
Learn From a Use Case#
- Availability-Based Conversation Assignment — creates the team members who rotate through incoming conversations.
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