04Channels & organization
Team and permissions
Invite people, give them the right role and choose which catalogs they work on.
Your organization can add as many people as your plan allows, each with just what they need: admins who configure, members who operate and viewers who only look. Members and viewers can be limited to certain catalogs.
Invite by email
Organization → “Team” tab → “Invite someone”. The owner and admins see it, and you need your email verified to invite. You type the email, choose the role and, for a member or viewer, “Which channels they will work on”; with nothing ticked, they'll work on all. Until they accept they see nothing, and you can cancel the invitation. Each plan has a cap on people: Free 1, Starter 2, Professional 10 and Business 20. Everyone counts, you included, and so do unaccepted invitations; on Free you can't invite anyone.
Mock-up: invitation form with the three roles The roles
Viewer: sees catalog, movements and reports, without changing anything. Member: edits products and prices, uploads lists, publishes, uses quick actions, approves or discards in “Pending approval” and pauses or resumes a channel; they also change a channel's rules and alerts, not the organization's. Admin: on top of that, the “Market”, “Inventory”, “Rules” and “Alerts” tabs; connecting, disconnecting and removing channels; choosing their role, and inviting or removing members and viewers. An admin can remove a channel, and that can't be undone. Owner: only one; on top of that pays, changes the plan, manages admins, transfers ownership and deletes the organization. It isn't invited: it's transferred.
Which catalogs they work on
In the “Which channels” column, click the row's button. You don't pick loose channels but catalogs, because a product lives once and every change reaches all the channels in its catalog. You can tick the whole shared catalog or each independent one separately, and the row says what they reach: “Shared catalog · 3 channels” or “Independent · Outlet Store”. With nothing ticked, they work on all. Before saving, a sentence tells you what they'll be able to do and where. Paying, the team and connecting or removing channels depend only on the role.
Unaccepted invitations
The ones you sent that nobody accepted are listed in “Sent invitations”, with “Resend” or “Cancel”. Whoever accepts comes in with the catalogs you chose when inviting, and you can change them in their row later. When they accept, you get an email.
Transferring ownership
Only the owner, only to an active member and with confirmation: “Make owner”. You stay as admin; you can also transfer your personal organization. The organization moves to the new owner's plan, who pays for it, changes it or cancels it. That's why Koalab first checks whether it fits in their plan: the confirmation says which plan it will end up on and, if it doesn't fit, names the plan it needs and what doesn't fit (channels, people, products, automatic Sources…), and won't let you transfer until they change plan.
Leaving an organization
Anyone except the owner can leave, with “Leave organization”. The owner transfers first.
Changing someone's role or removing them
In the table, the “Can” column changes the role without inviting again. The row's actions are “Make owner” and “Remove”. “Remove” cuts their access immediately and emails them; what that person did isn't deleted. It won't let you touch yourself or the owner, and an admin can only be changed or removed by the owner.
Details worth knowing
- The same email can have different roles in different organizations.
- Whoever didn't create a store still sees and operates it: permissions belong to the organization, not to the creator.
- Invitations that reached YOU appear above the tabs, in “Pending invites”, not inside “Team”.
- The team is only managed from the active organization. If you're configuring another one, the tab asks you to switch to it.
- Every team change is emailed to whoever it concerns: the person you remove, the person whose role or catalogs you change (with what they can do now), whoever invited when the invitation is accepted or declined, and the owner when someone leaves on their own.