Team and workspaces
Workspaces, the four roles (Owner, Admin, Member, Viewer), seats per plan, the admin log, and two-step sign-in.
Workspaces
A workspace keeps one business apart from another: its own agents, channels, contacts and pipeline. Every account starts with one, called My business.
- Switch between workspaces from the switcher in the sidebar. Choose New workspace, give it a name (a client or brand), and choose Add. When your plan has no more workspaces to give, the switcher offers Upgrade for more workspaces instead.
- Only the workspaces you own count against your plan. Workspaces other people share with you show a role badge next to the name, and do not count.
- The owner and Admins can rename a workspace. The owner can delete one (when they own at least two). Deleting removes every agent and document in it, and Kumoda refuses while an agent in it has WhatsApp connected.
- Credits belong to the account that owns the workspaces, so they are shared by all of that account's workspaces.
How many workspaces, agents, WhatsApp numbers and people a plan includes is set per plan. See Plans, credits and billing.
Roles
There are four roles. The Owner is the person whose account owns the workspace. The owner invites others as Admin, Member or Viewer.
| Role | What they can do |
|---|---|
| Owner | Everything an Admin can do, plus who is on the team (invitations, roles, removal) and the admin log. The workspace is on the owner's plan and credits. |
| Admin | Sets the workspace up and runs it for the owner: agents, channels, integrations, stages and contacts, plus everything a Member does. |
| Member | Answers conversations, takes over and hands back, and updates contacts and stages. |
| Viewer | Reads conversations and contacts. Changes nothing. |
The app shows the same breakdown in a table on the team card:
| What | Owner | Admin | Member | Viewer |
|---|---|---|---|---|
| Read conversations, contacts and the pipeline | ✓ | ✓ | ✓ | ✓ |
| Answer, take over and hand back conversations | ✓ | ✓ | ✓ | |
| Add and edit contacts, move them through stages | ✓ | ✓ | ✓ | |
| Create and edit agents, knowledge, skills and workflows | ✓ | ✓ | ||
| Connect channels and integrations | ✓ | ✓ | ||
| Change pipeline stages and agent rules | ✓ | ✓ | ||
| Delete contacts, rename the workspace | ✓ | ✓ |
The database enforces these rules; the table only describes them. An Admin acts for the owner in that workspace only: what they make belongs to the owner and uses the owner's plan and credits. Flow and Kumoda's MCP server tokens are for the owner and Admins (see Flow and Kumoda as an MCP server).
Seats and inviting people
Your plan sets how many people a workspace can have, you included. The team card says how many seats are used, counting invitations that are still open. On a plan for one person, the card suggests upgrading to bring a team in.
To invite someone, open Profile, then Team (the team card for the workspace), enter their email and choose their role. Only the owner invites, changes roles and removes people.
- Kumoda emails an invitation, and also shows a link you can send yourself. The link works once and expires in 7 days.
- The person signs in, or creates an account, with that same email address, and accepts.
- Until they accept, the invitation shows as pending. You can Cancel it, or wait for it to expire.
- The owner can change a person's role from the list at any time, or remove them. Every seat in use blocks new invitations until you remove someone, cancel an invitation or upgrade.
Admin log
The owner can see What Admins changed, newest first, on the team card (it appears once the workspace has an Admin). Every change an Admin makes in the workspace is listed with who made it and when. Repeats of the same change are grouped, for example "(3 times)".
It covers, among others, connecting, pausing or removing a channel, adding or removing an integration, changing what an agent knows, replying to a customer, taking over, handing back or resolving a conversation, and making, renewing or revoking an MCP client token. Changes to agents, pipeline stages and contacts are recorded by the database itself. Only the owner sees the log.
Handling conversations as a team
By default everyone on the team who works the workspace (the owner, Admins and Members) is alerted when an agent hands a conversation over. To change that, open the channel under Channels, find Who handles this channel (the owner and Admins see it), choose the people, and choose Save. Then only they are alerted, and the owner is copied when nobody has taken the chat. Tick Assign new handovers automatically to give each one to the chosen person with the fewest open conversations.
In Conversations, the owner and Admins can assign a conversation to a person. A Member can Assign to me and Release. The filters show which conversations need you and which are assigned to you.
Two-step sign-in
Two-step sign-in adds a code from an authenticator app (Google Authenticator, 1Password or Authy) to your password, so someone who learns your password still cannot get in. It is for your own account, and each person turns it on for themselves.
Open Profile, then the Security tab, and choose Turn on two-step sign-in.
Scan the QR code with your authenticator app. If you cannot scan it, type the key shown into the app instead.
Type the 6-digit code the app shows, and choose Confirm and turn on.
From then on, signing in (with a password or with Google) also asks for a code before you get in. To turn it off, open the same card, choose Turn off, and enter a current code.