Your organization

Team & seats

Invite teammates, assign roles, control which channels each person can access, and manage your org's seat count.

Owners & admins

CommSync uses one shared workspace per org, with shared channels and per-user inboxes. This page covers how to invite teammates, assign them the right role and channel access, and understand how paid seats work.

Team access and seats

Invite a teammate

Only owners and admins can send invitations.

Open Settings → Team

Navigate to Settings → Team from the sidebar. You will see a list of current members and any pending invitations.

Click Invite member

Enter the person's email address and choose their initial role: Admin or Member. You can change the role later.

Send the invite link

CommSync generates an invite link and emails it to the address you entered. You can also copy the link to share it directly.

They accept

When the invitee clicks the link, they create an account (or sign in if they already have one), verify their email address, and join your org. They appear in your member list immediately. The link works for 7 days. Only an account that has verified the invited email address can accept it, so a forwarded link does not let another person take the seat.

Grant channel access (for Members)

If you invited them as a Member, they cannot see any channels yet. Go to their row in the member list and add the specific phone numbers and email accounts they need to access. Owners and Admins get implicit access to everything — no grant needed.

A grant includes the history

A Member who gets access to a channel sees the conversations that are already on it. New messages arrive as usual.

Permanent email addresses only

CommSync declines invitations and signups to temporary or disposable inbox services. A throwaway address cannot receive the invite link, a password reset, or other mail that CommSync sends later. Ordinary personal providers like Gmail, Outlook, and Proton are fine.

Roles

Every member holds one role. Pick the right one from the start to avoid confusion:

Admin — full operational authority: manages channels, invites or removes members, and shares contacts. Admins cannot touch billing.
Member — sends and receives on the channels you explicitly grant. No admin capabilities.

The Owner role is unique: there is exactly one owner per org, and they are the billing account holder. The current owner transfers ownership to a new owner directly; no one assigns it. See Roles & permissions for the full capability breakdown.

Manage channel access for Members

An Owner or Admin must explicitly grant a Member access to a channel before the Member sees its threads. You can manage this in two places:

Settings → Team → [member] → Channels — view and edit that member's full list of granted channels.
Settings → Phone numbers or Settings → Email accounts → [channel] → Members — view and edit which members have access to a specific channel.

The member list on Settings → Team shows a channel count next to each person. Owners and admins see that count because they can read grants. Members see the roster without that count. A missing count is not the same as zero access.

When an Admin revokes access, the member no longer sees that channel's threads, but their read state and labels stay intact. When an Admin regrants access, everything returns exactly as it was.

See who is online

The bottom of the inbox sidebar shows your teammates, each with a live status dot. The dot updates the instant a teammate's state changes — there is no refresh delay.

Green — online. The teammate has CommSync open and active.
Amber — idle. CommSync is open but inactive: the tab left the foreground, or no input arrived for 10 minutes.
Grey — offline. No live session. Hover the avatar to see when CommSync last saw them.

Hover any avatar for the teammate's name and current state. Click the strip to open Settings → Team. Solo workspaces do not show the strip.

Presence is org-public

Every member of your org can see every other member's status, like a member list. There is no per-user toggle to hide it.

Profile pictures

Each person sets their own picture in Settings → Account → Profile picture (PNG, JPEG, WebP, or GIF, up to 2 MB). The picture appears in the sidebar activity strip, the member list, and the account menu. Without a picture, CommSync shows a generated avatar with the person's initials.

Let members use Agents

By default, only Owners and Admins can see and configure Agents. Turn on AI agents further down the Settings → Team page to let Members create and manage agents too. This also lets Ask use your workspace's connected MCP tools when a Member uses Ask. See Roles & permissions for the full breakdown of what each role can do.

Remove a member

Open Settings → Team, find the member, and choose Remove. Removal takes effect immediately:

The member loses access to the org and all its channels.
Their per-user data (labels, notes, contact graph) stays associated with their account — CommSync does not delete it.
A mailbox that this member connected stops syncing, and CommSync clears the sign-in or password it stored. The line, its conversations, and its messages stay in the workspace. An Owner or Admin must reconnect the mailbox.
CommSync does not release the seat they occupied automatically (see below).

Other ways to join: join codes and claimed domains

An invite is not the only way in. Two more paths let a person ask to join. An Owner or Admin approves each request in Settings → Team → Join requests.

Join code. A person who enters your join code asks to join.

Open Settings → Team → Join code.
Switch the code on.
Share the code with your teammate.

You can switch the code off, or make a new code, at any time.

Claimed domain. A new person who signs up with an address on your domain, and verifies that address, sees a prompt to ask to join your workspace.

Open Settings → Team → Claimed domains.
Add your email domain, for example northwind.example. CommSync shows a DNS TXT record.
Add that TXT record at your DNS provider.
Click Check TXT. When CommSync finds the record, it marks the domain as verified.

A domain belongs to one workspace only. A claimed domain never adds a person by itself. Every request needs an approval.

Accept an invite when you already have a workspace

A person belongs to one workspace at a time. Many people sign up, get a personal workspace, and then get an invite to a team. The invite page shows what a move costs before anything changes:

A member or admin of the current workspace leaves it and joins the new one. The current workspace stays for its other people.
The only person in a personal workspace deletes that workspace with the move. Its lines, conversations, and messages go. The page says so before you confirm.
The owner of a team with other members cannot move. Transfer ownership first.
The only person in a workspace with a paid plan cannot move. Cancel the plan first.

A join request works the same way. CommSync checks the move when you ask. It makes the move when an Owner or Admin approves.

Leave a workspace

On the web, open Settings → Team and click Leave on the workspace card. On the iPhone, open Settings → Team and tap Leave workspace. For a personal workspace, the row is Workspace settings, and the button is Delete workspace.

A member or an admin leaves at once. Their account stays. The seat stays paid until an Owner lowers the seat count. A mailbox that this person connected stops syncing, and CommSync clears the stored sign-in or password. The line and its history stay in the workspace.
The owner of a team with other members must transfer ownership first.
The only person in a workspace deletes the workspace with the leave. This cannot be undone.
An App Store subscription that still renews blocks the leave. Cancel it in the App Store first.

When the only person leaves, CommSync deletes the lines, conversations, messages, and stored files of the workspace. Then it cancels the card subscription of the workspace.

Seats and billing

Your org's subscription has a seat quantity. CommSync adds a seat automatically when member count exceeds the current quantity. CommSync charges you the prorated difference immediately.

Seats never auto-shrink

If you remove a member, that action does not reduce your seat count or generate a credit. Your paid seat quantity stays where it is. To release seats and reduce your bill, go to Settings → Billing → Seats and lower the quantity explicitly. CommSync will not let you drop below the current number of active members.

This design is intentional. If seats shrank automatically, a teammate's exit would silently reduce your resource pool. You can hit an unexpected over-limit error the next day when you try to link a new channel. Explicit release keeps your workspace's capacity predictable.

Buying headroom

You can buy seats ahead of time — useful when you are about to hire and want to avoid a mid-onboarding billing surprise. Set the seat quantity in Settings → Billing → Seats to any number at or above your current member count. CommSync applies the prorated charge immediately.

For cost details, seat pricing by tier, and proration mechanics, see Billing & plans.

Move from a personal workspace to a team

Every new CommSync account starts as a personal workspace (one seat, no invitations). To add teammates, upgrade to a team workspace first: Settings → Workspace → Upgrade to team. This unlocks invitations and the seat picker. CommSync moves no data during the upgrade — your channels, threads, and contacts stay exactly where they are.