Understand Teammates

A Teammate is a user you invite to access the Whatfix Dashboard. They become active once they sign up.

Use the following steps to add a new Teammate:

3. Click Add Teammate.
   

4. Select the Teammate Type:  

   3. Members: Provides permanent access to the Whatfix Dashboard.
      

   4. Guests: Provides temporary access to the Whatfix Dashboard.
      

5. Enter the email address of the teammate and select their role using the dropdown menu. To know more about each role, see Whatfix User Roles.
   

   Note:

   • Ensure you select an end date to add the Guests.
     

   • The Guest teammate’s access is valid only until the specified date. You can add a teammate as a Guest with a maximum validity of 90 days.

   • When a Guest teammate’s access reaches the set expiry date, their account is automatically marked as inactive. Their content remains associated with their profile until it is transferred to another teammate.

   Info:

   • Ensure the teammate’s email domain is whitelisted before sending an invite. To add other domains, contact support@whatfix.com.

   • Click + Add Teammate to invite multiple users.
     

   • Add up to five teammates of each type (Guests and Members) at a time. To add more users, repeat the process in batches.

     

6. Once you have added all the teammate’s you want to invite, click Add Teammate.
   

   Note:

   An email with a link to sign-up is sent to the new teammate’s email address. The link remains valid for 24 hours. If it expires, send a new invitation. If the teammate does not receive the email, see Users do not receive invite to dashboard.

   Info:

   To manage Guest Teammates use Extend Validity, Upgrade to Member, Mark as inactive, or Delete.

   • Extend Validity - Update the end date to extend the teammate’s access. You can extend the validity up to 90 days.

   • Upgrade to Member - Upgrade a Guest to a Member to provide permanent access.

   • Mark as inactive - Revoke dashboard access without removing the teammate.

   • Delete - Permanently remove the Guest teammate from the Whatfix Dashboard.

   

You can change an Active teammate’s role to any role of your choice. For more information on roles, see Whatfix User Roles.

Use the following steps to update a Role of a Teammate:

3. Go to the teammate whose role you want to change.
   

4. Under Role, click the dropdown.
   

5. Select the required role. For more information, see Whatfix User Roles.
   

6. Click Confirm to change the role.

   

   The teammate’s role is updated, and their permissions now reflect the assigned role.

Note:

A teammate's role cannot be changed in the Inactive state.

Marking a teammate as Inactive revokes their dashboard access without affecting their content. This is useful when a teammate no longer needs dashboard access, but you want to keep their content associated with their profile without transferring or deleting it. You can mark the teammate as Active later to restore their dashboard access without requiring a new signup invite.

Use the following steps to mark an Active teammate as Inactive:

3. Go to the teammate whose account you want to mark inactive.
   

4. Click the More Options icon.

   

5. Click Mark as Inactive.
   

   Note:

   • When you click Mark as Inactive, the teammate no longer has access to the Whatfix Dashboard until an Account Manager marks them as Active again.

   • Marking a teammate as Inactive, does not affect the content they created.

6. Click Mark inactive.
   

   The teammate is marked as inactive.

When Inactive teammates need access again, mark them as active to restore their dashboard access with the same profile.

Use the following steps to mark an Inactive Teammate as Active:

3. Click Inactive.
   

4. Go to the Inactive teammate you want to mark active.

   

5. Click the More Options icon.
   

6. Click Mark as Active.
   

7. In the dialog box, click Confirm.
   
   The teammate is marked as Active.

When Active teammates leave your organization or change teams, you can delete their account. Any content they created can be reassigned to another Active teammate or deleted.

Use the following steps to delete an Active teammate:

3. Go to the Active teammate you want to delete.
   

4. Click the More Options icon.
   

5. Click Delete.
   

6. Choose one of the following options:

   • Assign all content and tags to any of the following teammate: Select a teammate from the Teammate name dropdown to transfer the content and tags.
     

   • Keep all content and tags with the teammate: The content and tags remain associated with the deleted teammate. Whatfix deletes the teammate’s content and widgets.
     

7. Click Delete teammate.

   

   The teammate is deleted.

When Inactive teammates leave your organization or change teams, you can delete their account. Any content they created can be reassigned to an Active teammate or deleted.

Use the following steps to delete an Inactive Teammate:

3. Click Inactive.
   

4. Go to the Inactive teammate you want to delete.
   

5. Click the More Options icon.
   

6. Click Delete.

   

7. Choose one of the following options:

   • Assign all content and tags to any of the following teammate: Select a teammate from the Teammate name dropdown to transfer the content and tags.
     

   • Keep all content and tags with the teammate: The content and tags remain associated with the deleted teammate. Whatfix deletes the teammate’s content and widgets.
     

8. Click Delete teammate.
   

   The teammate is deleted.