Team & Permissions
Invite your team to collaborate on building and managing your AI agents.
Why Add Team Members?
Your AI agent is only as good as the information and effort you put into it. Adding team members lets you:
- ●Share the workload of building and improving your agent
- ●Let subject matter experts contribute knowledge
- ●Give developers access to set up integrations without full account access
- ●Keep an eye on performance with viewer access for managers
Adding Team Members
- Go to Team & Access - In your dashboard, click "Team" in the left sidebar, or open Tenant Admin > Members & RBAC for detailed controls
- Add a member - Use your identity provider or tenant admin workflow to provision the person, then return to this page to review their access
- They join - Once provisioned, the member can access the workspace with the approved identity flow
Managing Existing Members:
- Change role - Click the dropdown next to their name and select a new role
- Remove member - Click the three dots next to their name and select "Remove"
- Update access - If their permissions change, adjust their role or product access from the admin console
Roles and Permissions
Owner
The owner has full control over everything in the account. There can only be one owner per account.
Who Should Be an Owner:
- The business owner
- The person who pays for the account
- The primary decision-maker for the AI agent strategy
Admin
Admins have nearly full control, with a few restrictions. They cannot delete the account, change the owner, change payment methods, or invite other admins.
Who Should Be an Admin:
- Marketing managers
- Operations managers
- Senior team members who manage the agent day-to-day
Developer
Developers have technical access for setting up integrations. They cannot manage team members, access billing, delete agents, or export data.
Who Should Be a Developer:
- Web developers who embed the widget
- IT staff who set up integrations
- Freelancers or agencies managing your technical setup
Viewer
Viewers can see everything but change nothing. They can view agents, playbooks, tools, chat history, and analytics.
Who Should Be a Viewer:
- Business partners who want to monitor performance
- Managers who review customer interactions
- Consultants who audit your AI agent performance
- New team members who are learning the system
Role Comparison Table
| Permission | Owner | Admin | Developer | Viewer |
|---|---|---|---|---|
| Create/edit agents | Yes | Yes | Yes | No |
| Delete agents | Yes | Yes | No | No |
| Manage playbooks | Yes | Yes | Yes | No |
| Connect tools | Yes | Yes | Yes | No |
| Manage team | Yes | Partial | No | No |
| View billing | Yes | View only | No | No |
| Change payment | Yes | No | No | No |
| Manage API keys | Yes | Yes | Yes | No |
| View chat history | Yes | Yes | Yes | Yes |
| View analytics | Yes | Yes | Yes | Yes |
| Export data | Yes | Yes | No | Partial |
| Delete account | Yes | No | No | No |
Managing API Keys
API keys allow external systems to interact with your AscenAI account. They're used for custom integrations, webhooks, and connecting to other software.
Creating an API Key:
- Go to Tenant Admin > API Keys
- Click "Create"
- Give the key a clear name and optionally scope it to one agent
- Click "Create" and copy the key immediately - you won't be able to see it again
Best Practices:
- ●Name keys clearly so you know what each one is used for
- ●Scope keys to one agent when possible
- ●Rotate keys regularly
- ●Never share keys publicly
- ●Delete unused keys
Common Team Scenarios
Small Business Owner + Receptionist
Owner: Business owner | Viewer: Receptionist
The owner sets up and manages the agent. The receptionist can view chat history to see what customers are asking.
Restaurant + Web Developer
Owner: Restaurant owner | Admin: Restaurant manager | Developer: Web developer
The owner manages the account. The manager handles day-to-day improvements. The developer embeds the widget and sets up payment integrations.
Marketing Agency + Client
Owner: Agency account | Admin: Agency account manager | Developer: Agency developer | Viewer: Client
The agency manages everything. The client can view performance and chat history.
Ownership Changes
Ownership affects billing, admin access, and workspace governance. If ownership needs to change, review the member's role in Tenant Admin > Members & RBAC and contact support for account-level ownership changes.
Warning: Owner-level changes can affect billing and governance access, so confirm the target member and workspace before requesting the change.
Security Best Practices
1. Use the Principle of Least Privilege
Give people only the access they need.
2. Review Team Access Regularly
Every few months, review your team list and remove anyone who no longer needs access.
3. Monitor API Key Usage
Check which API keys are active and what they're being used for.
4. Use Strong Passwords & Two-Factor Authentication
Make sure everyone on your team uses strong, unique passwords and enables 2FA if available.
Ready to Build Your Team?
Learn about billing and compliance to ensure your team follows best practices.