Account

Team Management

Learn how to invite team members, manage roles, and set property permissions.

Teams let you collaborate with others on your analytics properties. This guide covers inviting members, roles, permissions, and seat management.

Team Structure

Every AI Data Stream account has a team. You’re the owner of your team. You can invite others to join as members.

Team: Your Company
├── Owner: [email protected] (full control, all properties)
├── Member: [email protected] (properties granted to them)
└── Member: [email protected] (one property, Read Only)

Switching Teams

If you belong to more than one team, click the team name at the top of the sidebar to open the team list and pick another team. The current team is ticked. With six or more teams the list gains a Search teams… box and a Recent group of the teams you used last. Team settings is always available at the bottom of the list.

Roles and Permissions

Team Roles

Role Description Available On
Owner Full control over team, billing, members, and all properties All plans
Member Access only to the properties granted to them, at the permission level set for each property Pro, Business

Role Capabilities

Capability Owner Member
Manage team settings Yes No
Invite/remove members Yes No
Manage billing Yes No
Access all properties Yes No
Create properties Yes No
Delete properties Yes Only with Admin permission on that property
Create skills Yes No
Create prompt presets Yes No

Note: What a Member can do on each property depends on their property-level permission (see below).

Seat Limits

Each plan includes a certain number of seats:

Plan Included Seats Extra Seats
Free 1 Not available
Pro 5 $5/seat/month
Business 20 $5/seat/month

Members and pending (unexpired) invitations both count against your seat limit.

Adding Extra Seats

The Buy Extra Seat button appears once your team reaches its seat limit and has an active subscription:

  1. Click Team Settings in the sidebar
  2. Under Invite member, click Buy Extra Seat
  3. One seat is added to your subscription

Click Buy Extra Seat again for each additional seat. Extra seats are billed immediately (prorated) then on your regular billing date.

Inviting Team Members

Sending Invitations

  1. Click Team Settings in the sidebar
  2. Under Invite member, enter their Email address
  3. Choose a Role (Member or Owner)
  4. Click Send invitation

The invitee receives an email with a link to join your team. Once they’ve joined, grant them access to properties (see Property Permissions).

Invitation Status

Pending invitations are listed under Pending invitations with their expiry date. Invitations expire 7 days after sending. Accepted and expired invitations disappear from the list.

Resending Invitations

  1. Find the pending invitation
  2. Click Resend

Canceling Invitations

  1. Find the pending invitation
  2. Click Cancel
  3. Confirm with Cancel invitation

Canceled invitations can’t be used.

Property Permissions

You can control access at the property level for team members.

Permission Levels

Level Can Do
Read Only View property data, conversations, annotations
Read & Write Read Only + create annotations, run reports, use AI chat
Admin Read & Write + manage connections, edit property settings, delete property

Setting Property Permissions

Permissions are set per property:

  1. Select the property, then click Property Settings in the sidebar
  2. Open the Users tab
  3. Click Add User
  4. Choose the member and a Permission Level
  5. Click Grant Access

To take access away, click Remove next to the user on the same tab.

Examples

Marketing Analyst:

  • Role: Member
  • Properties: Main Website (Read & Write), Blog (Read & Write)
  • Can: Chat, run reports, create annotations

External Stakeholder:

  • Role: Member
  • Properties: Main Website (Read Only)
  • Can: View data and reports only

Client Lead:

  • Role: Member
  • Properties: Their client’s site (Admin)
  • Can: Everything on that property, including connections and settings

Managing Team Members

Viewing Team Members

Go to Team Settings to see:

  • All team members, their roles and email addresses
  • Pending invitations and when they expire
  • Seat usage

Property access is shown on each property’s Users tab.

Changing Roles

The only role change is handing the team to someone else:

  1. Click the role icon next to the member
  2. Confirm with Make owner

Ownership transfers immediately: the member becomes the owner and you become a Member.

Removing Members

  1. Click the trash icon next to the member
  2. Confirm with Remove

Removed members:

  • Immediately lose access
  • Can be re-invited later
  • Don’t delete any data they created

Team Billing

Who Pays?

The team owner is responsible for billing. The subscription, extra seats, and all charges go to the owner’s payment method.

Seat Costs

  • Base plan includes seats (Free: 1, Pro: 5, Business: 20)
  • Extra seats: $5/user/month
  • Removing a member doesn’t remove an extra seat from your subscription

Viewing Seat Usage

Go to Team Settings to see Seat usage: members plus pending invitations against your limit, including extra seats. When the limit is reached, the Buy Extra Seat button appears there.

Best Practices

For Small Teams (2-5 people)

  • Pro plan with included 5 seats
  • Grant each member access to the properties they work on
  • Read & Write is enough for most day-to-day work

For Agencies (5-20 people)

  • Business plan for the larger seat allowance
  • Create properties per client
  • Give team members access only to their clients
  • Give client stakeholders Read Only access to their own property

For Enterprises (20+ people)

  • Business plan with extra seats
  • Give team leads Admin permission on the properties they manage
  • Property-level permissions for security
  • Consider separate teams for different departments

Security Tips

  • Regularly review team member list
  • Remove access when people leave
  • Use minimum necessary permissions
  • Audit who has Admin permission on each property

Troubleshooting

“Seat limit reached”

You’ve used all available seats (members plus pending invitations). Either:

  • Remove an existing member or cancel a pending invitation
  • Click Buy Extra Seat (Pro/Business plans)
  • Upgrade to a higher plan

Invitation not received

  • Check spam/junk folder
  • Verify email address is correct
  • Resend the invitation
  • Try a different email address

Member can’t access property

  • Check they’ve accepted the invitation
  • Check they’ve been granted access on the property’s Users tab
  • Ensure the property still exists
  • Check their permission level allows the action

Can’t remove owner

The team owner can’t be removed or leave the team. To step down, make another member the owner first (see Changing Roles).

Next Steps