The Team Members page lets you control who on your team can access your receptionist’s settings — and exactly what they can do.
How to access this page: Click the RecepAI menu icon in the top-right corner of your admin panel, then select “Team Members” from the dropdown menu. This page is not in the main sidebar navigation.
Manager access required. To see the Team Members menu, your RecepAI account manager must first grant you Manager access. If you don’t see “Team Members” in the dropdown, contact your RecepAI account manager to request it.
Roles: Manager vs Staff
Every team member has one of two roles:
| Role | Badge | What They Can Do |
|---|
| Manager | Purple badge | Add, edit, and archive other team members. Full control over team settings. |
| Staff | Green badge | Work within their assigned permissions and modules. Cannot add or manage other team members. |
Only a RecepAI account manager (Hotel Linkage staff) can promote someone to Manager. Managers themselves cannot change someone’s role — they can only set permissions and module access for existing Staff members.
Permissions
Each team member gets granular permissions that control what actions they can take:
| Permission | Badge Color | What It Allows |
|---|
| Read | Blue | View all settings, documents, conversations, and analytics (read-only) |
| Edit | Yellow | Modify settings, upload documents, change configurations — everything Read can do, plus writing |
| Delete | Red | Remove documents, archive conversations — everything Edit can do, plus deletion |
Recommended setup: Give most team members Read + Edit. Reserve Delete for senior staff who need to remove documents or manage content. This prevents accidental deletions while keeping everyone productive.
Team Members Table
The main table shows all team members at a glance:
| Column | What It Shows |
|---|
| Team Member | Name, email address, and hotel access count (for chain users) |
| Permissions | Permission badges (Read, Edit, Delete) plus role badge (Manager or Staff) |
| Status | Active (green dot) or Inactive (gray dot) |
| Actions | Edit and Archive buttons (or Edit and Reactivate for archived members) |
Hide Archived Toggle
By default, archived (inactive) team members are hidden. Toggle “Hide Archived” off to see all team members, including those who have been archived. This is useful when you need to reactivate someone.
Adding a Team Member
Click “Add Team Member” to open a slide-in panel with the following sections:
| Field | Required | Details |
|---|
| Display Name | Yes | The name shown in the team members table |
| Email Address | Yes | Used for login — must be a valid email |
| Password | Yes (new members) | Minimum 8 characters with uppercase, lowercase, number, and special character |
Permissions
Choose which actions this team member can perform:
- Read — View settings and data (enabled by default)
- Edit — Modify settings and upload content (enabled by default)
- Delete — Remove documents and content (off by default)
Click each permission toggle to enable or disable it. At minimum, every team member has Read access.
You can only grant permissions you have. If you don’t have Delete permission yourself, you cannot give Delete to someone else. Toggles for permissions you don’t have will be grayed out.
Staff Access
Control which sections of the admin panel this team member can see:
Full Access — Complete access to all receptionist tools. The team member sees every page in the admin panel.
Limited Access — Choose specific modules. When selected, a grid of module cards appears:
| Module | What It Includes |
|---|
| Chat Agent | Chat personality and AI settings |
| Voice Agent | Voice personality and call settings |
| Training | Document upload and knowledge base management |
| Widget | Widget appearance and deployment settings |
| Analytics | Conversation history, evaluation results, and usage data |
| Front Desk | PMS integration and guest management |
Match access to responsibilities. Give your marketing team access to Widget and Training — they know your brand best. Give your front desk manager access to Analytics and Chat Agent — they see guest needs firsthand. Everyone contributes what they know.
Advanced Options
| Setting | What It Does |
|---|
| Active | When off, the team member cannot log in. Use this to temporarily suspend access without removing them. |
Editing a Team Member
Click the Edit button (pencil icon) on any row to open the same slide-in panel with the team member’s current settings pre-filled. You can change:
- Display name
- Password (leave blank to keep the current one)
- Permission toggles (Read, Edit, Delete)
- Staff Access (Full or Limited, with module selection)
- Active status
Hierarchy rules apply. Managers can freely edit any Staff member — including granting Delete permission. However, when editing another Manager, you can only modify their settings if your permission level is higher than theirs. You cannot edit a Manager with equal or higher permissions.
Archiving & Reactivating
RecepAI uses archiving instead of permanent deletion. This keeps a record and makes it easy to bring someone back.
Archiving a Team Member
- Click the Archive button (box icon) on the team member’s row
- A confirmation dialog appears explaining that the member will lose access
- Click “Archive” to confirm
The team member’s status changes to Inactive — they can no longer log in, but their record is preserved.
Reactivating a Team Member
- Turn off the “Hide Archived” toggle to see inactive members
- Click the Reactivate button (checkmark-person icon) on the archived member’s row
- Their status changes back to Active and they can log in again
Seasonal staff? Archive team members at the end of the season and reactivate them when they return. Their permissions and module access are preserved — no need to set everything up again.
Hotel Chain Users
If your organization manages multiple hotels, the Team Members page supports per-hotel access control.
Instead of the standard Permissions section, chain users see a Hotel Access section where you can:
- Add multiple hotels from a dropdown
- Set different permissions (Read, Edit, Delete) for each hotel
- Click “Add Another Hotel” to grant access to additional properties
- Remove a hotel from the list with the x button
This means a team member could have Edit access at one hotel and Read-only access at another — giving you precise control across your portfolio. 