Users, roles & teams

What a user sees and may do in Workist depends on two things:

• Their roles define what they may do, e.g. process documents, configure channels or set up SSO.
• Their teams define which channels and documents they see.

Roles

Workist has five roles. A user can hold several roles; they then get every permission of each of these roles.

Role	Intended for
Chat user	Employees who only work with Worki. They see nothing but Worki and their own settings.
Member	Clerks: review, correct and complete documents.
Manager	Business owners: channels, employees, teams, master data, Smart Inbox and analytics.
IT	Technical integration: integrations, API keys, SFTP keys, webhooks and master data.
Admin	Everything, plus company settings and sign-in security. Sees all channels of the company.

Permissions per role

Workist shows the same overview when you invite or edit an employee.

Permission	Chat user	Member	Manager	IT	Admin
Use
Chat with Worki	✓				✓
Process documents		✓	✓	✓	✓
Use Personal Smart Inbox		✓	✓	✓	✓
View analytics			✓		✓
Manage
Configure channels			✓		✓
Manage employees and teams			✓		✓
Configure shared Smart Inbox			✓		✓
Configure agents and voice agents			✓		✓
Set up self-service forms			✓		✓
Manage master data			✓	✓	✓
Configure integrations				✓	✓
Configure SSO and MFA					✓
Manage company settings					✓

What the permissions cover:

• Chat with Worki: hold conversations with Worki, attach files, schedule automations. Worki must be included in your plan and turned on for the company, see Worki. Member, Manager and IT do not include Worki; add Chat user where needed.
• Process documents: view, upload, edit and complete documents in the channels of the user's own teams.
• Use Personal Smart Inbox: connect the user's own Outlook mailbox to Workist, see Smart Inbox.
• View analytics: open Analytics and download it as an Excel file.
• Configure channels: create channels and set them up via Manage channel, see Channel configuration.
• Manage employees and teams: invite, edit and delete employees, reset passwords, assign roles and maintain teams.
• Configure shared Smart Inbox: connect shared mailboxes and maintain email categories.
• Configure agents and voice agents: create and set up agents, if your plan includes them.
• Set up self-service forms: order forms your customers fill in instead of sending an email.
• Manage master data: upload and configure master data, view import logs, see Master Data Hub.
• Configure integrations: ERP integrations, API keys, webhooks, Outlook add-ins and SFTP keys.
• Configure SSO and MFA: single sign-on, SAML and the company-wide MFA requirement, see Sign-in & security.
• Manage company settings: company profile and logo, company notifications and Worki for the company. Users with this permission see the channels and documents of all teams.

Who may assign roles

Role	May assign these roles
Chat user	none
Member	none
Manager	Member, Manager
IT	none
Admin	Chat user, Member, Manager, IT, Admin

In addition:

• A Manager can only edit or delete employees whose roles they may assign themselves. For everyone else the ⋮ menu is greyed out.
• You can always edit your own account, but not delete it.
• An Admin cannot remove the Admin role from themselves.
• The company's last Admin can neither lose the role nor be deleted.

Managing employees

Users with the Manager and Admin roles manage employees under Settings → Employees. The list shows name, roles, teams and the status of the Personal Smart Inbox. You can search and filter by role or team. Copy … email addresses copies the addresses of all employees that match the role and team filter.

Inviting employees

1. Click Invite employee.

2. Fill in the form:

   Field	Meaning
   First name	Required.
   Last name	Required.
   Email	Required. The address the person signs in with. With SSO it must match the address at the identity provider exactly.
   Email aliases	Further addresses the person sends documents from. Workist assigns documents from these addresses to the person.
   Language	Required. Language of the interface and of Workist's emails to this person.
   Roles	One or more roles; without a role the person has no permissions. Roles you may not assign are greyed out.
   Teams	Teams whose channels the person sees. The default team is always selected.

3. Click Create.

Workist sends the person an invitation by email:

• Without SSO the email contains a link for setting a password. The link is valid for 7 days. If it has expired, choose ⋮ → Reset password for the person.
• With SSO (Microsoft Entra ID or SAML is set up) the person signs in via SSO and gets no Workist password, see Single sign-on.

With self-registration enabled for Microsoft Entra ID, Workist also creates accounts itself when someone signs in via SSO for the first time. These accounts get the Member role and the default team; assign further roles and teams here.

Edit, reset password, delete

Via the ⋮ menu in a person's row:

• Edit: change name, email address, email aliases, language, roles and teams, then Save.
• Reset password: Workist sends the person an email with a link for setting a new password. People without a Workist password, because they sign in via SSO, get no email.
• Manage Smart Inbox: appears when the person has connected a Personal Smart Inbox.
• Delete: the person can no longer sign in. Their email address becomes free again; you can invite them again later.

You cannot reset a person's two-factor authentication yourself, see Lost access.

Teams and visibility

Every channel belongs to exactly one team. A user sees the channels of their teams and the documents in them, in the document overview as well as in Analytics and in the Outlook add-in. Users with the Admin role see all channels of all teams.

Manager without access to a channel

A Manager also only sees the channels of their teams. If they should see all channels, add them to all teams or assign the Admin role.

You set a channel's team in the channel configuration, see Channel configuration — General. A team change applies to all documents of the channel immediately.

The default team

Every company has a default team named after the company. All employees are always members; new employees are added automatically. The default team can be neither edited nor deleted. Assign channels that everyone should see to the default team.

Creating and maintaining teams

Users with the Manager and Admin roles manage teams under Settings → Teams.

1. Click Create team.
2. Enter a Name and optionally a Description and select the Employees.
3. Click Create.

Use ⋮ → Manage to change a team and Delete to remove it. A team that still has channels assigned cannot be deleted; assign the channels to another team first. You can also change a single person's teams when editing the person.

Turning Worki on or off for the company

An Admin can turn Worki off for all users of the company:

1. Open Settings → Company.
2. Select Agents on the left.
3. Turn off Worki is enabled for your organization and save.

After that, nobody in the company can use Worki. More under Worki.