Team Members Explained: How to Invite Staff, Set Roles, and Cut Off Access in KaiCalls

Team Members is where you decide who can log in to your KaiCalls dashboard and what they're allowed to touch once they're in. You invite someone by email, assign them a role — Owner, Admin, or Member — and they get their own login tied to your business, instead of everyone sharing one password. When someone leaves, you remove them from the same page and their access ends immediately.

Most small businesses start KaiCalls with one login and one person checking leads. That works fine until an office manager needs to see calls, a partner needs to update settings, or a seasonal hire needs a look at the leads list and nothing else. Sharing a password gets messy fast, and it gets worse the day that person is no longer someone you trust with your business data.

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Table of Contents

1. What Team Members actually is
2. The three roles, and what each one can do
3. What it can't do
4. How to invite someone and set their role
5. How to remove access
6. What it costs
7. FAQ

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What Team Members actually is

Open Dashboard > Team Members and you'll see the people currently on your account, their roles, and any pending invites that haven't been accepted yet. From there you can invite a new user, change an existing user's role, resend an invite that got lost in spam, or remove someone outright.

Each person gets their own account tied to your business — not a shared login. That means office staff, a business partner, or a virtual assistant can see leads and calls under their own credentials, and you can see exactly who did what.

The three roles, and what each one can do

KaiCalls uses three business-scoped roles, and each one is strictly more capable than the one below it:

• Owner — full access, including billing and the ability to delete the business.
• Admin — can invite teammates and edit the agent's settings, but cannot touch billing.
• Member — read-only dashboard access.

Pick the lowest role that still lets the person do their job. An office manager who needs to update the greeting or invite the next hire needs Admin. Someone who just needs to check on leads and calls needs Member. Billing changes and deleting the business stay Owner-only no matter what.

What it can't do

Team Members controls dashboard login access — it is not the same thing as a few other settings that sound similar:

• It isn't the team directory. The team directory is the separate list of people Kai can transfer calls to or take voicemail messages for. Team Members controls who can log in to the dashboard; the directory controls who Kai reaches out to on a call.
• It doesn't delete data when you remove someone. Removing a user only revokes their access to the workspace. Their leads, calls, and everything else stay with the business.
• It doesn't let a Member change settings. A Member can look, not touch. If someone needs to edit the greeting or invite others, they need Admin.

How to invite someone and set their role

1. Go to Dashboard > Team Members.
2. Click the invite or add-user action.
3. Enter the teammate's email address.
4. Choose the role that matches what they actually need to do — Owner, Admin, or Member.
5. Send the invite. They show up under Pending Invites until they accept the email and finish creating their account.

If the invite never arrives, have them check spam, confirm the email is spelled correctly, then use the resend action on their pending invite row.

How to remove access

1. Find the person in the team table.
2. To change what they can do as their job changes, open the edit action and pick a new role.
3. To cut off access entirely — an employee leaving, a contractor's project ending — remove them the moment it's decided. Access ends right away; their leads and calls stay put.

Only hand out Admin (or Owner) to people who should actually manage billing, settings, or other users. Everyone else should get the lowest role that still covers their job.

What it costs

Team Members is included on every KaiCalls plan — Solo starts at $69/mo, Pro at $199/mo, both with a generous answered-call allowance and no per-minute overage. There's no per-seat fee and no extra charge to add or remove a teammate.

FAQ

What's the difference between Owner, Admin, and Member? Owner has full access, including billing and business deletion. Admin can invite teammates and edit the agent's settings but can't touch billing. Member gets read-only access to the dashboard. Pick the lowest role that still covers the job.

Does removing someone delete their leads or calls? No. Removing a user only revokes their login to the workspace. All the business data — leads, calls, everything — stays with the business.

Is Team Members the same as the team directory Kai transfers calls to? No. Team Members controls who can log in to your dashboard. The team directory is a separate list of people Kai can route calls to or take messages for, managed on its own page.

What if a teammate never gets their invite email? Have them check spam and confirm the email address is correct, then use the resend action on their row under Pending Invites.

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Get your team set up right. Open Dashboard > Team Members and send your first invite, or call the KaiCalls demo line at (417) 386-2898 to talk to Kai first, or visit kaicalls.com.