Roles and Permissions on TimelinesAI
In TimelinesAI, your team members are assigned specific roles, and each role comes with its own set of permissions. This will help you to ensure that everyone has the right level of access to different features and settings. Whether you’re the Owner with full control or a Collaborator with more limited access, it’s important to know what each role can and can’t do.
In this document, we’ll guide you through the different roles, what they can access, and how they affect team collaboration and workspace management. This will help you to set up things for a smooth and organized workflow!
User Roles and Permissions
Role-Based Chat Access in TimelinesAI
Workspace Permissions Overview
Permissions in TimelinesAI
How Agents with Pipedrive Accounts Work?
How to Share a WhatsApp Account with Your Team?
Let’s get started 🚀
There are different roles to help you decide who can do what in your team—Owner, Admin, Teammate, Agent, and Collaborator. This will allow you to control the access to the access to your workspace TimelinesAI and manage different features & settings.
They are the primary creator of the workspace with full control over all settings. They can manage everything (including workspace settings), modify subscription plans and payment methods, invite, remove, or change roles of team members in the workspace, and delete the entire workspace. Only one person can be the Owner at a time, and this is set when the workspace is first created.
Admins have almost the same permissions as the Owner, except they cannot change billing or subscription settings. Their responsibilities include setting up the workspace managing team members and overseeing chat access and workflow automation to ensure smooth operations. They also configure integrations with external tools like Zapier & Pipedrive to streamline processes and manage mass messaging settings to maintain business communication policies.
Teammates have full access to all WhatsApp accounts, chats, campaign reports, and templates created by other team members. Their role is primarily focused on collaboration with the entire team on customer conversations and using pre-built templates & accessing campaign reports for communication. Teammates can also connect their Pipedrive account to use TimelinesAI features within Pipedrive and send bulk messages when mass messaging permissions are granted.
Agents have limited chat access and can only interact with chats from their own WhatsApp accounts or those assigned to them. Their key responsibilities include starting new conversations and sending mass messages, but only from their own WhatsApp account. Agents can also access reports and templates related to their campaigns and connect their Pipedrive accounts to enhance their workflow.
Key Takeaway: Agents are generally limited to accessing only their WhatsApp messages and individual integrations. They have restricted permissions regarding managing team members, workspace-wide settings, or viewing reports/templates created by others.
Collaborators have the most limited access among all roles. Their role is designed to assist other roles by adding events, suggesting edits, and creating content. Collaborators can also reply to assigned chats, but they cannot start new chats or send bulk messages.
You can invite your team members to the workspace and assign roles to them from the Team section. For more information on how to invite and assign roles to a team member, you can refer to this document on Invite a New Team Member to Join Your Workspace.
In TimelinesAI, each team member has a specific role that determines their level of access to WhatsApp chats. Some roles have full access to all conversations, while others can only view or reply to messages assigned to them.
Each role is designed to ensure that team members only see the chats relevant to their responsibilities. Owners and Admins can access all chats, while Teammates, Agents, and Collaborators have limited permissions based on their assigned tasks. The table below provides a detailed breakdown of chat access for each role.
Own Chats: These are the chats from the WhatsApp account you have connected to TimelinesAI. You can view and manage these messages directly.
Team Chats: These are chats from WhatsApp accounts connected by your teammates in the same workspace. Owners, Admins, and Teammates can access these chats.
Other Teams' Chats: These are chats from a different team within the workspace. Only Owners and Admins can access them. Teammates, Agents, and Collaborators do not have permission to view these chats.
Assigned Chats: These are chats that have been specifically assigned to you by an Admin or another team member. Agents and Collaborators can only see and reply to chats that have been assigned to them.
Roles in TimelinesAI define user permissions within the workspace. In addition to viewing chats, each role determines what actions a user can perform. Some users have full administrative control, while others have restricted access to specific features. This role-based system ensures efficient team collaboration while maintaining security for important settings.
For users new to TimelinesAI, each role is assigned based on responsibilities, ensuring appropriate access levels without unnecessary permissions. Below is a breakdown of permissions:
1. Owner, Admin, and Teammate can see and access all chats without restrictions.
2. Agents can only see and respond to chats that are sent to their own WhatsApp account, or chats that have been specifically assigned to them by other team members.
3. Collaborators cannot connect to their own WhatsApp accounts. They can only see and reply to chats assigned to them, and they can respond on behalf of the WhatsApp accounts connected in the workspace.
TimelinesAI assigns different permissions to team members based on their roles. These permissions define what actions each user can take within the workspace, ensuring a structured workflow and controlled access to critical settings. Below is an overview of the key permissions available in TimelinesAI.
In the workspace, users with full chat access can view and manage all WhatsApp chats. Users with limited access, like Collaborators, can only see chats assigned to them or linked to their own WhatsApp accounts. Admins & Owners can monitor all conversations to ensure smooth team collaboration. So, full-access users have a broad view, while limited-access users stay focused on their assigned chats, and Admins/Owners oversee everything to keep things running smoothly.
Admins and Owners can invite new team members and assign them specific roles within the workspace. They can also approve or revoke access whenever necessary. This feature helps businesses manage user access efficiently and ensures the security of the team by keeping control over who can do what.
Owners and Admins can connect external tools like Zapier, Pipedrive, and Webhooks to automate workflows. These integrations help teams sync data, send automated messages, and reduce manual tasks, making everything more efficient. By setting up these tools, teams can save time and streamline their work.
Team members with the right permissions can send bulk messages, access campaign reports, and use pre-built templates to streamline communication. Admins and Owners have control over the mass messaging settings to ensure everything aligns with the business’s communication policies, keeping things efficient and compliant.
Only Owners can manage billing, subscription plans, and payments. Admins and other team members do not have access to modify subscription settings, so everything related to payments and plans stays under the Owner's control.
With TimelinesAI, you can control what features team members can access by assigning them roles. You can choose a role when inviting a new member and change it later in the Team section.
Agents in Pipedrive can be restricted to using only their own WhatsApp account when sending messages. By setting their role to Agent, they won’t be able to access or send messages from other team members' WhatsApp accounts. This ensures that each agent only handles their own conversations, keeping communication organized and preventing unauthorized access to other team members' chats.
Agents can only send messages from their connected WhatsApp account within Pipedrive.
Their access to templates and reports is limited to their own campaigns.
With TimelinesAI, you can share the WhatsApp account with your team so that all the members can manage customer conversations without directly accessing the account. This means your team can send and reply to messages as if they were using the same WhatsApp number—perfect for handling customer inquiries efficiently. Keep reading to learn the simple steps to connect your WhatsApp account, invite your team, and manage who can access what.
Connect Your WhatsApp Account: You should start by linking the WhatsApp account you want to share with your team. This will provide your team members with the right permissions to view and respond to messages from that account.
Invite Your Team Members: Once your WhatsApp account is connected, you must invite your team to join your TimelinesAI workspace. But you need to ensure that your invitees are assigned the Admin or Teammate role, as only these roles have access to shared accounts.
Use Only Work WhatsApp Accounts: You must ensure that your team members connect only their work-related WhatsApp accounts. This will help you to prevent personal conversations visible in the workspace and keep business communication professional.
Once you set this up, your team can view incoming messages to your WhatsApp account. They can also reply and send messages as if they’re using that account which makes it easier to manage communication and respond on your behalf.
If you're part of a team on TimelinesAI and you are designated as an Agent, please note that you will only have access to the specific WhatsApp account you connected to the platform. This means you won’t be able to access or use WhatsApp accounts that have been connected by other team members.
This policy will apply to the following features:
- Shared Inbox — You’ll only be able to see and respond to messages that come from the WhatsApp account you’ve linked.
- Pipedrive Integration Panel — Access will be limited to data from the WhatsApp account you’ve connected.
- HubSpot Chat View — Your access to the HubSpot Chat feature will be restricted to conversations from your linked WhatsApp account.
We hope this clarifies how your WhatsApp integration works with TimelinesAI! Feel free to reach out if you need further assistance.
If you have any questions or need assistance, please feel free to reach out to us. You can contact our team through our Chat Support feature, where we’re available to help you in real-time. Alternatively, you can send us an email at hello@timelines.ai. Don’t hesitate to get in touch – we’d love to assist you!
In this document, we’ll guide you through the different roles, what they can access, and how they affect team collaboration and workspace management. This will help you to set up things for a smooth and organized workflow!
User Roles and Permissions
Role-Based Chat Access in TimelinesAI
Workspace Permissions Overview
Permissions in TimelinesAI
How Agents with Pipedrive Accounts Work?
How to Share a WhatsApp Account with Your Team?
Let’s get started 🚀
User Roles and Permissions
There are different roles to help you decide who can do what in your team—Owner, Admin, Teammate, Agent, and Collaborator. This will allow you to control the access to the access to your workspace TimelinesAI and manage different features & settings.
Owner
They are the primary creator of the workspace with full control over all settings. They can manage everything (including workspace settings), modify subscription plans and payment methods, invite, remove, or change roles of team members in the workspace, and delete the entire workspace. Only one person can be the Owner at a time, and this is set when the workspace is first created.
Admin
Admins have almost the same permissions as the Owner, except they cannot change billing or subscription settings. Their responsibilities include setting up the workspace managing team members and overseeing chat access and workflow automation to ensure smooth operations. They also configure integrations with external tools like Zapier & Pipedrive to streamline processes and manage mass messaging settings to maintain business communication policies.
Teammate
Teammates have full access to all WhatsApp accounts, chats, campaign reports, and templates created by other team members. Their role is primarily focused on collaboration with the entire team on customer conversations and using pre-built templates & accessing campaign reports for communication. Teammates can also connect their Pipedrive account to use TimelinesAI features within Pipedrive and send bulk messages when mass messaging permissions are granted.
Agent
Agents have limited chat access and can only interact with chats from their own WhatsApp accounts or those assigned to them. Their key responsibilities include starting new conversations and sending mass messages, but only from their own WhatsApp account. Agents can also access reports and templates related to their campaigns and connect their Pipedrive accounts to enhance their workflow.
Key Takeaway: Agents are generally limited to accessing only their WhatsApp messages and individual integrations. They have restricted permissions regarding managing team members, workspace-wide settings, or viewing reports/templates created by others.
Collaborator
Collaborators have the most limited access among all roles. Their role is designed to assist other roles by adding events, suggesting edits, and creating content. Collaborators can also reply to assigned chats, but they cannot start new chats or send bulk messages.
You can invite your team members to the workspace and assign roles to them from the Team section. For more information on how to invite and assign roles to a team member, you can refer to this document on Invite a New Team Member to Join Your Workspace.
Role-Based Chat Access in TimelinesAI
In TimelinesAI, each team member has a specific role that determines their level of access to WhatsApp chats. Some roles have full access to all conversations, while others can only view or reply to messages assigned to them.
Each role is designed to ensure that team members only see the chats relevant to their responsibilities. Owners and Admins can access all chats, while Teammates, Agents, and Collaborators have limited permissions based on their assigned tasks. The table below provides a detailed breakdown of chat access for each role.
| Users | Own Chats | Team Chats | Other Teams' Chats | Assigned Chats |
|---|---|---|---|---|
| Owner | ✔ | ✔ | ✔ | ✔ |
| Admin | ✔ | ✔ | ✔ | ✔ |
| Teammate | ✔ | ✔ | X | ✔ |
| Agent | ✔ | X | X | ✔ |
| Collaborator | N/A | X | X | ✔ |
Chat Access Definitions
Own Chats: These are the chats from the WhatsApp account you have connected to TimelinesAI. You can view and manage these messages directly.
Team Chats: These are chats from WhatsApp accounts connected by your teammates in the same workspace. Owners, Admins, and Teammates can access these chats.
Other Teams' Chats: These are chats from a different team within the workspace. Only Owners and Admins can access them. Teammates, Agents, and Collaborators do not have permission to view these chats.
Assigned Chats: These are chats that have been specifically assigned to you by an Admin or another team member. Agents and Collaborators can only see and reply to chats that have been assigned to them.
Workspace Permissions Overview
Roles in TimelinesAI define user permissions within the workspace. In addition to viewing chats, each role determines what actions a user can perform. Some users have full administrative control, while others have restricted access to specific features. This role-based system ensures efficient team collaboration while maintaining security for important settings.
For users new to TimelinesAI, each role is assigned based on responsibilities, ensuring appropriate access levels without unnecessary permissions. Below is a breakdown of permissions:
| Workspace Action | Allowed Roles |
|---|---|
| Manage Workspace & Account | Owner |
| Modify Subscription & Payment | Owner |
| Manage Team Members | Owner & Admin |
| Configure Integrations & Automation | Owner & Admin |
| Send Bulk Messages & Manage Campaigns | Teammate & Agent (if permitted) |
| Access Campaign Reports & Templates | Teammate & Agent (limited to their campaigns) |
1. Owner, Admin, and Teammate can see and access all chats without restrictions.
2. Agents can only see and respond to chats that are sent to their own WhatsApp account, or chats that have been specifically assigned to them by other team members.
3. Collaborators cannot connect to their own WhatsApp accounts. They can only see and reply to chats assigned to them, and they can respond on behalf of the WhatsApp accounts connected in the workspace.
Permissions in TimelinesAI
TimelinesAI assigns different permissions to team members based on their roles. These permissions define what actions each user can take within the workspace, ensuring a structured workflow and controlled access to critical settings. Below is an overview of the key permissions available in TimelinesAI.
Chat Access & Management
In the workspace, users with full chat access can view and manage all WhatsApp chats. Users with limited access, like Collaborators, can only see chats assigned to them or linked to their own WhatsApp accounts. Admins & Owners can monitor all conversations to ensure smooth team collaboration. So, full-access users have a broad view, while limited-access users stay focused on their assigned chats, and Admins/Owners oversee everything to keep things running smoothly.
| User Role | Chat Access |
|---|---|
| Full-Access Users | Can view and manage all WhatsApp chats. |
| Limited-Access Users (Collaborators) | Can only see chats assigned to them or linked to their own WhatsApp accounts. |
| Admins & Owners | Have full access to monitor all conversations and ensure smooth team collaboration. |
Team & User Management
Admins and Owners can invite new team members and assign them specific roles within the workspace. They can also approve or revoke access whenever necessary. This feature helps businesses manage user access efficiently and ensures the security of the team by keeping control over who can do what.
| User Role | Management Permissions |
|---|---|
| Admins & Owners | Can invite new team members, assign roles, approve or revoke access. |
| Other Team Members | No control over user management. |
Integration & Automation Control
Owners and Admins can connect external tools like Zapier, Pipedrive, and Webhooks to automate workflows. These integrations help teams sync data, send automated messages, and reduce manual tasks, making everything more efficient. By setting up these tools, teams can save time and streamline their work.
| User Role | Integration Permissions |
|---|---|
| Owners & Admins | Can connect external tools like Zapier, Pipedrive, and Webhooks to automate workflows. |
| Other Team Members | Cannot modify integrations or automation settings. |
Mass Messaging & Campaigns
Team members with the right permissions can send bulk messages, access campaign reports, and use pre-built templates to streamline communication. Admins and Owners have control over the mass messaging settings to ensure everything aligns with the business’s communication policies, keeping things efficient and compliant.
| User Role | Messaging Permissions |
|---|---|
| Authorized Team Members | Can send bulk messages, access campaign reports, and use pre-built templates. |
| Admins & Owners | Control mass messaging settings to ensure compliance with business policies. |
| Other Team Members | May have restricted access depending on assigned role. |
Subscription & Billing Access
Only Owners can manage billing, subscription plans, and payments. Admins and other team members do not have access to modify subscription settings, so everything related to payments and plans stays under the Owner's control.
| User Role | Billing Permissions |
|---|---|
| Owners | Can manage billing, modify subscription plans, and handle payments. |
| Admins & Other Team Members | Cannot access or modify subscription and billing settings. |
With TimelinesAI, you can control what features team members can access by assigning them roles. You can choose a role when inviting a new member and change it later in the Team section.
How Agents with Pipedrive Accounts Work?
Agents in Pipedrive can be restricted to using only their own WhatsApp account when sending messages. By setting their role to Agent, they won’t be able to access or send messages from other team members' WhatsApp accounts. This ensures that each agent only handles their own conversations, keeping communication organized and preventing unauthorized access to other team members' chats.
Agents can only send messages from their connected WhatsApp account within Pipedrive.
Their access to templates and reports is limited to their own campaigns.
How to Share a WhatsApp Account with Your Team?
With TimelinesAI, you can share the WhatsApp account with your team so that all the members can manage customer conversations without directly accessing the account. This means your team can send and reply to messages as if they were using the same WhatsApp number—perfect for handling customer inquiries efficiently. Keep reading to learn the simple steps to connect your WhatsApp account, invite your team, and manage who can access what.
Connect Your WhatsApp Account: You should start by linking the WhatsApp account you want to share with your team. This will provide your team members with the right permissions to view and respond to messages from that account.
Invite Your Team Members: Once your WhatsApp account is connected, you must invite your team to join your TimelinesAI workspace. But you need to ensure that your invitees are assigned the Admin or Teammate role, as only these roles have access to shared accounts.
Use Only Work WhatsApp Accounts: You must ensure that your team members connect only their work-related WhatsApp accounts. This will help you to prevent personal conversations visible in the workspace and keep business communication professional.
Once you set this up, your team can view incoming messages to your WhatsApp account. They can also reply and send messages as if they’re using that account which makes it easier to manage communication and respond on your behalf.
If you're part of a team on TimelinesAI and you are designated as an Agent, please note that you will only have access to the specific WhatsApp account you connected to the platform. This means you won’t be able to access or use WhatsApp accounts that have been connected by other team members.
This policy will apply to the following features:
- Shared Inbox — You’ll only be able to see and respond to messages that come from the WhatsApp account you’ve linked.
- Pipedrive Integration Panel — Access will be limited to data from the WhatsApp account you’ve connected.
- HubSpot Chat View — Your access to the HubSpot Chat feature will be restricted to conversations from your linked WhatsApp account.
We hope this clarifies how your WhatsApp integration works with TimelinesAI! Feel free to reach out if you need further assistance.
If you have any questions or need assistance, please feel free to reach out to us. You can contact our team through our Chat Support feature, where we’re available to help you in real-time. Alternatively, you can send us an email at hello@timelines.ai. Don’t hesitate to get in touch – we’d love to assist you!
Updated on: 18/02/2025
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