Team Accounts
Work on one RSFlowHub account with your colleagues, each with their own login and a role that decides what they can see and change. No more shared passwords.
In short
The account owner invites people from Dashboard > Team. Everyone in the team works on the same plan, credits, API keys, knowledge bases, chatbots and forms. Each person keeps their own login, password, two-step sign-in and support tickets, and can switch between their own account and every team they belong to.
Roles
The owner can do everything. Everyone else gets one of these roles (the owner and team admins can change it any time):
| What they can do | Owner | Admin | Developer | Billing | Viewer |
|---|---|---|---|---|---|
| Invite and remove members, change their roles | – | – | – | ||
| Create and revoke API keys, use the playground | – | – | |||
| Knowledge bases, chatbots and widget settings, forms | – | – | |||
| Usage charts and the API request log | |||||
| Plan, credits and receipts | – | ||||
| Buy plans and top-ups, spending limit, billing (GST) details | – | – | – | ||
| Visitor personal data: widget leads and tickets, form submissions and subscribers | – | – | – | ||
| Take widget chats over from the AI and reply to visitors live | – | – | – |
Chat widget leads and tickets, form messages and newsletter subscribers contain your visitors' personal data, so only the owner and team admins see them. Developers can still build and configure the chatbots and forms.
Seats per plan
Seats include the owner. Pending invites hold a seat until they are accepted or cancelled. If you have both an API plan and a Forms plan, the higher number counts. Moving to a smaller plan never removes anyone; it only stops new invites.
| Plan | People in the team |
|---|---|
| Free | Just you |
| Basic | Just you |
| Starter | 3 (incl. you) |
| Growth | 10 (incl. you) |
| Pro | 25 (incl. you) |
| Forms Free | Just you |
| Forms Starter | 3 (incl. you) |
| Forms Pro | 10 (incl. you) |
Invite people
Open Dashboard > Team
Enter the person's email and pick a role.
They get an email
The link works once, expires after 7 days and only works for that email address.
They sign in or sign up
With that email (it is filled in and locked), then they press Accept and join.
They switch accounts
From Dashboard > Team. A banner at the top of the dashboard shows which account they are working in and takes them back to their own.
Let colleagues join with their work email
Instead of inviting everyone, prove you own your company domain. People with a verified email at that domain then see your team under Teams you can join and join in one click, as developer, billing, viewer (you choose; never admin). It still uses a seat.
- Dashboard > Team > Join by email domain: add your domain, e.g.
acme.com. - At your DNS provider, add the TXT record shown, named
_rsflowhub.acme.com, with the valuersflowhub-verify=…. - Press Verify (DNS changes can take up to an hour).
Domains like gmail.com or outlook.com prove nothing (anyone can have an address there), so they are refused. A domain verified by one team cannot be verified by another.
API keys in a team
- Keys belong to the account, not to the person who made it. The API keys page shows who created each one.
- When someone leaves or is removed, the keys they created keep working, so nothing breaks. The owner gets an email listing them, and the keys are marked "former member" so you can revoke them.
- The owner or a team admin can limit which scopes developers may give new keys (Team page > Team rules). Owner and admin keys are never limited.
Two-step sign-in
Anyone can turn on two-step sign-in in Settings > Security: with an authenticator app (Google Authenticator, Microsoft Authenticator, Authy, 1Password; you also get one-time recovery codes) or with a 6-digit code sent by email. After that, every new sign-in asks for the code before the dashboard opens.
A team can require it: Team page > Team rules > Members must use two-step sign-in (you need it on yourself first). Members without it stay in their own account until they turn it on, and the Team page shows who still needs to.
Billing in a team
- All usage spends the account's credits. Plans, top-ups, the monthly spending limit and GST billing details belong to the account.
- The owner and members with the Billing role can buy and change limits; receipts always show the account's billing details. Admins and viewers can see billing but not pay.
- Low-credit and spending-limit emails go to the owner and to Billing members, each following their own email settings.
Hand over the account
The owner can make a team member the new owner (Team page > Hand over the account, with your password and their email typed to confirm). The new owner gets the plan, credits, payments and receipts, API keys (they keep working), knowledge bases, chatbots, forms and the team. You stay in the team as an admin, and both of you get an email. Logins, two-step sign-in and support tickets do not move.
The new owner's own account must be empty first: no knowledge bases, chatbots, forms, active API keys, paid plan, payments or team of their own. The Team page tells you what is in the way.
Leaving, removing and deleting
- Members can leave any time from the Team page; they go back to their own account.
- The owner and admins can remove members (admins cannot remove other admins). Access ends on the person's next click.
- Deleting your own account removes you from every team. An owner must remove the team's members (or hand over the account) before deleting it. See the Privacy Policy.