How to add your team and set what each person can do
Invite teammates with the Admin or Sales Rep role, learn which modules each role opens, and remove or restore someone without losing their work.
Every person on your team signs in to Eva with their own email and their own password. The role
you give them decides which sections they see. All of this is managed in Settings, on the
Members tab.
Eva includes three ready-made roles. The real difference is how far each one reaches into
workspace administration.
Role
How far it reaches
Owner
Full access. These permissions cannot be trimmed.
Admin
Full access by default. Can manage the team and the settings.
Sales Rep
Sales and customer service. No access to agents, settings, or billing.
A Sales Rep cannot open AI Agents, Advanced Settings, or Billing. This is the
most common surprise: the person signs in and cannot find the agents section. If they need any
of the three, give it to them through a custom role.
The Sales Rep role turns on six of them: Inbox, Analytics, Contacts,
Opportunities, Automations, and Calendars. The Owner is the exception to
everything: those modules cannot be edited.The table on the Roles & Permissions tab compares the three roles module by module.
Module by module, what each role turns on, on the Roles & Permissions tab.
Eva sends an email invitation. The person chooses their own password when they accept it, so you
never see it and never have to share one.
1
Open the team tab
In Settings, open Members and select Add teammate.
2
Enter their details
Fill in Full name and Email. Phone (optional) can be left empty. There is no
password field: the invited person picks their own.
The first step of the form: name, email, and optional phone.
3
Continue to the role
Select Next. The Roles & Permissions screen appears.
4
Choose the role
Choose the Admin or Sales Rep card, or one of the roles you created. Each card shows
the modules it turns on.
The role cards on the second step; the chosen one stays highlighted.
5
Send the invitation
Select Send invitation. Eva confirms which address it went to.
Eva never shows you a password, because it never creates one. The invitation lasts 14 days and
works once; the person chooses their own password when they accept it.
When the plan runs out of seats, Eva does not block the operation. It shows you the price of an
extra seat before charging anything. What happens next depends on how you pay.
Paying by card: the Add a seat dialog shows the price, and the button reads
Add seat and member. On confirmation the teammate is created right away.
Paying by invoice or transfer: the dialog reads We are sending you an invoice for
(amount). Your capacity activates once we receive the payment. and the button reads
Generate invoice. On confirmation Eva answers Invoice created. You’ll be able to add the
member once the payment is confirmed. The teammate does not exist yet.
With invoice payment, the teammate is not created when you confirm, and Eva does not create
them later on its own. Once the payment is confirmed the seat is free, and you return to
Add teammate with their details.
If none of the three roles fits, you can define your own. For example, a warehouse role with
Contacts and Opportunities, without Automations.
1
Open the roles
In Members, open the Roles & Permissions tab.
2
Start the new role
Select Create new role. The editor opens.
3
Name it and pick its modules
Write the Role name and turn on the modules under
Select the modules this role can access. The editor opens with every module on; turn off
the ones that do not belong.
The new-role editor: the name at the top and one switch per module.
4
Save
Select Save. The role appears as one more card when you add or edit a teammate.
When you edit a role of your own, Eva reapplies its permissions to every teammate who has it
assigned. There is no need to touch each person one by one.
Removing someone archives their account, it does not delete it. Before you confirm, Eva shows how
much work they have assigned and lets you hand it to someone else.
1
Open the dialog
On the teammate’s row, in the Roles & Permissions column, select the trash icon next to
the role. Eva lists their conversations, companies, contacts, opportunities, upcoming events,
and calendar resources.
Before you confirm, Eva shows the assigned work and who can take it over.
2
Decide who keeps their work
Under Reasignar a (reassign to), choose another active teammate or leave Dejar sin
asignar (leave unassigned).
3
Confirm
Type the person’s exact email and select Eliminar miembro (remove member).
This dialog is still in Spanish in the English interface. The section for the next 7 days reads
Recientemente eliminados (7 días) (recently removed, 7 days) and shows that person with a
“Restaurar” (restore) button. After 7 days that button no longer restores the account.
Restoring gives back access, role, and permissions, but it does not undo the reassignment.
Whatever you handed to another person stays with that person.
Eva confirms “Invitation sent” with the address. The teammate appears in the Members list once
they accept the invitation and set their password, not before.
Each row shows the status and, on the far right, the assigned role.
A change of role or permissions takes up to 45 seconds to apply, because Eva keeps permissions
in memory for that long. If the person tests right away, they can still see the old view. Wait a
minute and ask them to reload the page before reporting a fault.
I changed the role and the person still sees the same thing
Permissions are saved instantly, but Eva keeps them in memory for up to 45 seconds. Wait a
minute and ask them to reload the page. If nothing changes, check which role was saved on
their Members row.
I do not see the Add teammate button
That button is for the Owner and for Admin users who also have the
Advanced Settings module. With the Sales Rep role the tab is called My profile.
It says there are no seats available
The message is No seats are available on your plan. Add a seat from Settings → Plan or remove
an active member. You can add a paid seat or remove someone who no longer participates.
A sales rep cannot find the agents section
The Sales Rep role does not include AI Agents. To give it to them, create a role of
your own with that module turned on and assign it.
