Manage Members
Add, remove, and modify team member access to your AppReply.co workspace
Building an effective review management team means getting the right people access to the right tools at the right time. AppReply.co’s member management system makes it simple to grow your team, adjust permissions, and maintain security as your needs evolve.
Adding new team members
Growing your team starts with a simple invitation process that gets new members productive quickly while maintaining workspace security.
Navigate to your workspace settings and find the “Team Members” section. Here you’ll see your current team and have options to invite new members. The invitation system handles everything needed to get someone started with AppReply.co.
The invitation process begins when you enter the new member’s email address and select their initial role (Member, Admin, or Owner transfer). AppReply.co sends them a personalized invitation email with onboarding information and a secure sign-up link. New members create their account using this link, which automatically connects them to your workspace with the permissions you specified.
Onboarding automation: New team members automatically get access to your shared templates, automation rules, and connected apps based on their assigned role. No additional setup required.
Setting the right initial role makes a significant difference in new member experience. Most new team members should start as Members, giving them full review management capabilities while protecting administrative functions. You can always promote them later as they demonstrate competency and take on additional responsibilities.
Consider starting everyone as Members regardless of their eventual intended role. This approach lets new team members learn your review management processes before gaining administrative access, reduces the risk of accidental changes during the learning period, and helps you evaluate their understanding of your brand voice and response standards.
Managing pending invitations helps you track who’s been invited but hasn’t joined yet. The team management interface shows pending invitations with options to resend invitation emails, modify the role before they accept, or cancel invitations that are no longer needed.
Invitation expiry: Invitation links remain valid for 7 days. After that, you’ll need to send a new invitation. This security measure prevents old invitation links from being used inappropriately.
Modifying existing member permissions
As your team evolves and members take on new responsibilities, you’ll need to adjust their workspace permissions. Role changes help match access levels with actual job responsibilities and growing expertise.
Promoting team members typically happens when Members demonstrate competency with review management and take on additional responsibilities. The promotion process is immediate—click on the member’s current role and select their new permission level. They’ll have their expanded access right away without needing to log out and back in.
Common promotion scenarios include elevating Members to Admins when they start managing automation rules or inviting new team members, promoting Admins to handle sensitive integrations or advanced workspace configuration, and preparing multiple team members for administrative responsibilities to ensure coverage and redundancy.
Role changes require careful consideration because they affect what team members can access and modify. Before promoting someone to Admin, ensure they understand your review management standards, are familiar with your automation rules and response templates, can make decisions that affect team workflows, and will use administrative access responsibly.
Demoting permissions sometimes becomes necessary when job responsibilities change or team structure evolves. While less common than promotions, demotions help maintain appropriate access control and security boundaries.
Immediate effect: Role changes take effect instantly. Make sure you communicate changes to affected team members so they understand their new access level and any shifted responsibilities.
Removing team members
When team members leave your organization or no longer need workspace access, removing them promptly maintains security and keeps your team list current.
The removal process is straightforward but permanent. Find the team member in your workspace settings and click the remove option. This immediately revokes their access to your workspace, reviews, templates, and all associated data. Removed members cannot access anything from your workspace, even if they remain AppReply.co users in other workspaces.
Before removing someone, consider these important steps. Download or document any critical templates or automation rules they created that your team still needs. Ensure any ongoing review conversations they were handling get transferred to other team members. Communicate the removal to your remaining team so they know to handle that person’s responsibilities.
What happens to their work remains in your workspace. Response templates they created stay available to the team, automation rules they built continue working, and reviews they responded to maintain their response history. The attribution remains but their access disappears.
Graceful transitions: Consider temporarily changing someone’s role to Member (removing admin privileges) before full removal. This gives you time to transition their responsibilities while maintaining their expertise during the handover period.
Managing team composition strategically
Effective team management involves thinking strategically about roles, responsibilities, and growth patterns rather than just adding and removing access as needed.
Plan for coverage and redundancy by ensuring critical functions can continue when key team members are unavailable. Having multiple Admins prevents bottlenecks when one person is out of office, maintaining cross-training on automation rules and response strategies, and documenting important processes so they’re not dependent on specific individuals.
Scale team structure with growth as your review volume increases and your team expands. Small teams might operate with one Admin and several Members, while larger teams benefit from multiple Admins with specialized responsibilities—one focused on automation rules, another managing app integrations, and a third handling team coordination.
Balance security with productivity by giving team members exactly the access they need for their current responsibilities. Too little access frustrates productivity, while too much access creates security risks and potential for accidental changes.
Audit trails and accountability
AppReply.co maintains detailed records of team management activities, helping you understand changes over time and maintain accountability.
Member activity tracking shows who invited each team member, when roles were changed and by whom, response activity and performance metrics, and access patterns that help identify inactive accounts or unusual activity.
Security monitoring includes login patterns and session management, changes to sensitive settings like integrations, team member additions and removals, and role modifications that affect access levels.
Regular review of these audit trails helps you maintain security hygiene, identify opportunities for team optimization, ensure compliance with your organization’s access policies, and recognize patterns that might indicate training needs or security concerns.
Communication and change management
Managing team members effectively requires clear communication about access levels, responsibilities, and changes.
Set clear expectations about what each role can accomplish, how team members should coordinate on review responses, when to escalate complex issues or administrative needs, and how to request role changes or additional access when job responsibilities evolve.
Communicate changes promptly when adding new team members to introduce them and explain their role, when changing existing permissions to clarify new capabilities or restrictions, and when removing access to ensure remaining team members understand responsibility shifts.
Maintain team documentation about who handles what types of reviews, how to coordinate responses during busy periods, escalation procedures for complex or sensitive issues, and contact information for administrative questions.
Effective member management creates an environment where your team can focus on delivering exceptional customer experiences rather than navigating access restrictions or unclear responsibilities.