Organization

Roles & Permissions tab

The Roles & Permissions tab on the Organization page lets you define and control what users can do within your Reply organization. You can customize access levels for both organization-wide and workspace-specific activities. In this article, we'll cover: - Organization Roles - Multi-Workspace Roles - Workspace Roles To access the Roles & Permissions tab: 1. Click your profile icon in the bottom-left corner. 2. Select Organization. 3. Open the Roles & Permissions tab. All existing roles are listed on the left. You can select a role to view and adjust its permissions. There are three main role levels in an organization: - Organization Roles – control access and settings across the entire organization. - Multi-Workspace Roles – let you assign the same permissions across multiple workspaces at once. - Workspace Roles – manage permissions for a single workspace. 💡 If you need a user to have the same permissions in several workspaces, create a Multi-Workspace Role and assign it to them. If you only need to adjust access in one workspace, use Workspace Roles instead. Organization Roles Organization roles apply to the whole account. You can create or adjust these roles to manage who can access key administrative areas. There are two types of organization permissions: Organization-level permissions and Organization object permissions. Organization-level permissions allow users to perform specific actions, such as inviting members or editing workspaces. Organization object permissions give access to manage certain objects (like playbooks, templates, and custom fields) across the entire organization. Organization-level permissions | Permission | Description | | --- | --- | | Billing | Manage subscription, update payment methods, and view payment history. | | Login as any organization user (except owner) | Log in as any organization member to test, support, or manage sales workflows. The owner's account is excluded for security. Once enabled, you'll see a Sign in as button on the left-hand side panel. Click it to access the other user's account.To return, click your profile photo and select Back to my account. | | Login as any organization user | Log in as any user, including the owner. This provides full access to all activities and settings. You can switch between accounts the same way: click Sign in as and select a user, and then Back to my account when done. | | Invite new users to Organization | Invite new members to join your organization. | | Remove users from Organization | Remove users from your organization. | | Assign roles | Assign organization or workspace roles to users. | | Manage Organization and Workspace roles and permissions | Create Organization and Workspace roles and modify their permission sets | | Add users to workspace | Add existing users to specific workspaces. | | Delete roles | Delete existing organization and workspace roles. | | Edit workspaces | Change workspace names and logos. | | Delete workspaces | Permanently remove workspaces from the organization. | | Create workspaces | Create new workspaces for clients or teams. | | Manage Reply beta features | Enable or disable Reply beta features for the organization. | | View workspaces | View all workspaces in the organization, even those you're not invited to. | | Manage organization API keys | Create and revoke organization-level API keys that act on behalf of any user in the organization. | | Manage Workspace roles and permissions | Create Workspace roles and modify their permission sets | | Access Organization settings | View and manage organization members and access the Refer & Earn section. | | Access Plans and Billing Page | View subscription details and manage plans and billing. | 💡 Workspace roles can't manage organization-level permissions unless they're also assigned an Organization Role. Organization object permissions | Feature | Permission | Description | | --- | --- | --- | | Sequence | Save sequence structure templates organization-wide | Save AI SDR sequence structures for use across the organization. | | Templates | View organization templates | View and use organization-wide email templates. | | | Create organization templates | Create and manage organization-wide email templates. | | | Edit organization templates | Edit existing organization-wide email templates. | | | Delete organization templates | Delete organization-wide email templates. | | AI SDR | Create organization playbooks | Create and manage organization-level playbooks for AI SDR sequences. | | | View organization playbooks | View and use organization-level playbooks for AI SDR sequences. | | | Edit organization playbooks | Edit organization-level playbooks for AI SDR sequences. | | | Delete organization playbooks | Delete organization-level playbooks for AI SDR sequences. | | | View Approval mode across organization | View Approval Mode queues across all workspaces in the organization. | | | Approve messages in Approval Mode across organization | Approve, regenerate, or delete messages in Approval Mode across all workspaces in the organization. | | | Manage organization learnings | Create, edit, and delete AI SDR learnings shared across all workspaces in the organization. | | Sequence templates | Create organization templates | Create and manage organization-wide sequence templates. | | | View organization templates | View and use all organization-wide sequence templates. | | | Delete organization templates | Delete existing organization sequence templates. | | Custom fields | Create custom fields | Create custom fields for organization-wide data management. When this permission is enabled, users will be able to select the Publish this contact field organization-wide checkbox when creating a custom field. | Add an Organization Role To add an organization role: 1. Click the + icon in the Organization Roles section. 2. Enter a role name and click Create. 3. Select the role to adjust its permissions, then click Save. Animation To rename or delete a role, click on the three dots next to it. To assign an Organization Role to a specific user, go to the Users tab and update their role from there. Multi-Workspace Roles Multi-Workspace roles let you assign the same permissions to a user across several workspaces in one step. This is helpful when a person, for example, an account manager or senior SDR, needs identical access in all client teams. You can manage multi-workspace roles just like workspace roles, but any changes you make will automatically apply to every workspace the role is assigned to. To create a multi-workspace role: 1. Click the + icon next to Multi-Workspace Roles on the left. 2. Name the role and click Create. 3. Select the role to set its permissions, then click Save. Multi-workspace roles have the same permission categories as Workspace Roles. In order to assign a multi-workspace role to a user, navigate to the Users tab and add it from there. Workspace Roles Workspace roles define what team members can do inside a specific workspace. Each workspace has its own set of roles - changes in one workspace won't affect the others. Here are the available permissions for workspace and multi-workspace roles: | Feature | Permissions | | --- | --- | | Sequences | View, run/pause, create, delete/archive, or manage sequences, change sequence owners, save sequence structure templates to workspace. | | Contacts | Create, delete, edit, view, and perform actions on contacts. | | Templates | Access, view, use, edit, and delete team templates. | | Reports | View Calls, Email, Workspace Performance, Tasks, LinkedIn, Channel Efficiency, and Agency reports. | | Tasks | View, assign, and complete tasks. | | Accounts | View, create/update, or delete accounts, and view or update account settings. | | Integrations | Access integrations like Zapier, Reply API, access the Integrations page and Reply Marketplace, and view integrations. | | Inbox | Access and view Inbox. | | Data | Access the data search. | | Settings | Access and view workspace settings. | | AI SDR | Access and view the team's AI SDR offers, knowledge bases, and playbooks; view pending approvals; approve messages from Pending Approvals, and manage team-wide AI learnings | | Website visitors | Create/edit, view, and delete workspace trackers. | 💡Tip: To give clients or external partners limited access, create a Reports-only role by enabling only the Reports permission. To add a workspace role: 1. Click the + icon next to your chosen workspace in the Workspace Roles section. 2. Enter the role name and click Create. 3. Select the role, enable or disable permissions as needed, and click Save. Some permissions have extra options like Workspace or My to give you more control – for example, allowing users to manage only their own sequences.

Organization owner

The organization owner is the highest-level role in a Reply organization. This role is automatically assigned to the user who creates the organization and has full access to all organization settings, workspaces, users, and permissions. To open your organization settings: 1. Click your profile name in the bottom-left corner. 2. Select Organization from the dropdown. 3. Open the Users tab, where the Organization Owner role is marked with a unique icon for easy identification. Organization Owner vs. Other Roles - Organization Owner – Has full administrative control over the entire organization, including all workspaces, users, roles, and permissions. - Organization Roles – Grant administrative permissions across the organization based on the permissions assigned to the role. - Workspace Roles – Control what users can access and manage within a specific workspace What the Organization Owner can do The organization owner can: - Invite new users and monitor activity in the Users tab. - Manage all workspaces (teams), roles, and permissions. - Access all information and perform any action in the system. 💡Important: - The organization owner is automatically part of all teams and workspaces. - Each organization can have only one organization owner. This role cannot be transferred or removed. - The organization owner role is permanent. The only way to remove it is by deleting the organization along with all teams and members.

Users tab

The Users tab lets you view and invite users, and assign them to workspaces and roles across your organization. 👉 To learn more about how organizations work, check out this article collection. View users To view users: 1. Click your profile photo in the bottom-left corner. 2. Select Organization. 3. Open the Users tab. The Users tab displays everyone invited to your organization. You can: - Use the search bar to find users by name. - Filter users by workspace or organization role. 💡Organization owner and organization roles are indicated with icons. Invite users To invite new users: 1. Click Invite user. 2. Enter one or more email addresses (separated by commas). 3. Choose a workspace and assign a role. 4. Click Send invite. The invited users will appear with a Pending status until they accept the invitation. You can withdraw an invite anytime by clicking the three dots next to a user and selecting Cancel invite. 💡 Assigning a workspace and role is required for every invited user. When inviting several users at once, you can assign them the same workspace and role. Add users to workspaces and assign roles In the Users tab, you can assign users to workspaces or organization roles. You can update one user at a time or assign multiple users in bulk. Assign a single user 1. In the Users tab, click the three dots next to the user's name. 2. Select Add to workspace or Assign to Organization role. 3. Choose the role. 4. Click Add. Assign users in bulk 1. In the Users tab, select the users you want to update. 2. Click Add to workspaces or Assign to Org Role. 3. If assigning workspace roles: - Select one workspace to assign a Workspace Role, or - Select all to assign a Multi-Workspace Role. 4. Click Add. 💡Important: You can't delete users directly from the Users tab. To remove someone from a workspace, go to the Workspaces/Teams tab instead.

Workspaces tab

The Workspaces/Teams tab lets you create and manage workspaces (for agencies) or teams (for business accounts) within your organization. From here, you can: - create workspaces or teams, - manage users and roles, and - give users access to multiple workspaces. Manage workspaces View workspaces In the Workspaces/Teams tab, you have the option to view all your existing workspaces, their members, and assigned roles. To open the Workspaces/Teams tab: 1. Click on your profile photo → Organization. 2. Switch to the Workspaces/Teams tab and expand a workspace to view its members. Use filters to sort workspaces alphabetically or by creation date, or use the search bar to find one quickly. Create a new workspace Add a separate workspace when you need to manage a new client, project, or team independently from others. 1. Click New workspace in the upper-right corner. 2. Enter a name and click Create – that's it! After you create a workspace, click the three dots next to its name to: - Copy the Team ID - Add users - Rename - Pick a logo To copy the User ID, click the three dots next to the user's name. 💡 The Team ID and User ID are required when setting up the API with Master or Organization API keys. Delete a workspace If a workspace is no longer needed, you can remove it. 1. Go to Organization → Workspaces/Teams. 2. Click the three dots next to the workspace name. 3. Select Delete. 4. Type DELETE to confirm. 💡 You'll need to remove all users from the workspace and leave only the Organization Owner account. Otherwise, the Delete button won't be available. Once you delete the workspace, refresh the page to see the changes. Keep in mind: - Deleting a workspace is permanent. - All related data (sequences, contacts, templates, etc.) will be deleted. - This action cannot be undone. Manage users in workspaces Invite new users You can invite new teammates or clients to join a workspace and assign them the right role. 1. Click + Invite next to the desired workspace. 2. Enter the user's email (or multiple users), assign a role, and click Send invite. The status will show as Pending until they accept the invitation. Add existing users You can add users who are already part of your organization to another workspace to collaborate on shared projects or clients. Add existing users to a workspace 1. Click the three dots next to the workspace and select Add users. 2. Choose users from the list, assign their roles, and click Add. Add a specific user to another workspace 1. Expand the workspace. 2. Find the user you want to add. 3. Click on Add to another workspace. 4. Select the workspace you want to add the user to and select their role → Add. 💡 Users added to multiple workspaces can easily switch between them from their account. Edit roles You can update a user's role anytime if their responsibilities change or they need different access levels. To change a role, click the user's current role and select a new one from the drop-down menu. Remove users When someone no longer works with a specific client or project, you can remove them from the workspace. 1. Click the three dots next to the user's name. 2. Select Remove from the workspace. 3. Type DELETE to confirm. 💡Important notes: - You can only remove team members one by one. - The organization owner is automatically included in all workspaces and can't be removed or reassigned. When a user is removed: - Their data (contacts, sequences, schedules, unfinished tasks, and templates) is transferred to the organization owner in the same workspace. - Connected email accounts and completed tasks are deleted permanently. - This process can't be undone. If the user had a lot of data, deletion might take time. A Pending status means the system is still processing the request – this may take several days.

How organizations work in Reply

An organization is an account model that lets you create and manage multiple teams or workspaces within a single Reply account, as well as manage roles and permissions for each team member. When your organization is created, you become the organization owner. This means you can: - Create and manage workspaces (client groups) - Invite users and assign roles - Define what each user can access or edit through permissions. 💡 To open your organization settings, click your profile photo → Organization. The Organization page includes three tabs: - Workspaces/Teams tab – Create and manage teams or client groups. - Users tab – Invite new users or manage existing ones in your organization. - Roles & Permissions tab – Create custom roles and assign specific permissions for each team. Workspaces/Teams Workspaces are separate groups within your organization – for example, individual clients, teams, or projects. Each workspace can have its own users, roles, and settings. 👉 Learn more about how to create and manage workspaces in this article. Users Users are the people you invite to join your organization. Each user must be assigned to a role that determines what they can do in Reply and what data they can access. 👉 Learn more about managing users in your organization here. Roles & Permissions Roles define what actions users can take, while permissions determine which features or data they can access. You can create custom roles for your teams and adjust permissions to fit their responsibilities. There are three types of roles in an organization: - Organization Roles – control access and settings across the entire organization, such as billing, workspace management, and inviting new users. - Team-wide Roles – apply the same set of permissions to a user across multiple workspaces at once. Best for roles like account managers or senior SDRs who work with several client teams. - Workspace Roles – define what users can do within a single workspace. Changes in one workspace don't affect others. 💡 Tip: Use Team-wide Roles if you need to give someone identical permissions in several workspaces. For smaller teams or one-off access adjustments, use Workspace Roles instead. You can enable or disable permissions for each role as needed. 👉 See this article to learn more about assigning roles & permissions. Default roles Each organization starts with a Default Team that includes two workspace roles – Team Lead and Team Member, in addition to the Organization Owner. You can adjust them or create new roles and teams as needed. Here's a quick overview of the three main roles: - Organization Owner – Full access to all features, including team creation, role management, and billing. - Team Lead – Can manage team activities and members based on assigned permissions. - Team Member – Has limited access, focusing on operational tasks within their team. 💡 The organization owner is automatically part of every workspace and cannot be removed. Key notes for organization owners - You can invite multiple members and create custom roles. - A user can belong to more than one workspace and have different roles in each. - A user can belong to more than one organization. - When setting up new teams, make sure to assign users to the right roles for clarity and access control.