10. Members & Team Management

NoviaMind is built for collaboration. You can invite colleagues (real estate agents, assistants, managers) to your team and assign them a role that precisely determines what they can see and do.

Access member management from Settings → Team.

⚠️ Only an administrator can invite members, change roles, and manage team configuration.

10.1 Understanding Teams

In NoviaMind, a Team is the main organizational unit. It groups together:

• Members (users with roles)
• Configured voice agents
• The subscription and minute quota
• CRM and calendar integrations
• Call and contact history

Each user can belong to multiple teams and switch between them via the team selector at the top of the interface.

10.2 Roles and Permissions

NoviaMind defines three distinct roles, designed to cover typical real estate agency structures:

Detailed permissions table

💡 The rule is simple: Admin → everything, Standard → read and contribute, Viewer → view only.

10.3 Inviting a New Member

1. Go to Settings → Team
2. Scroll down to the "Members" section
3. Click on "Invite a member"
4. Enter the colleague's email address
5. Choose their role: Admin / Standard / Viewer
6. Click on "Send invitation"

What happens next

1. The colleague receives an invitation email
2. They click the link and create an account (if they don't have one already)
3. They automatically join the team with the defined role
4. They appear in the team's member list

💡 If the colleague already has a NoviaMind account, they will simply receive the invitation notification and join the team without creating a new account.

Information displayed per member

10.4 Changing a Member's Role

1. In Settings → Team → Members, locate the member
2. Click on the member's action menu
3. Select "Change role"
4. Choose the new role
5. Confirm the change

⚠️ You cannot change your own role. Another administrator must perform this operation. There must always be at least one administrator in the team — removing the last admin is blocked.

10.5 Removing a Member

1. In Settings → Team → Members, locate the member
2. Click on the action menu
3. Select "Remove from team"
4. Confirm the removal

The member immediately loses access to the team. Their historical data (calls, created contacts) is preserved in NoviaMind.

⚠️ If the team only had one administrator, removing that member will be blocked to prevent any team without a manager.

10.6 Leaving a Team

A member can leave a team themselves from Settings → Team → Leave team.

• If the user belongs to other teams, they are automatically switched to the first available one
• If it's their only team, NoviaMind automatically creates a new personal team for them

10.7 Creating and Managing Multiple Teams

NoviaMind allows a single user to manage multiple teams (useful for agency networks or multi-site groups).

Creating a new team

1. Click on the team selector at the top of the interface
2. Select "Create a team"
3. Enter the team name and, optionally, the description and organization name
4. Confirm — you are automatically redirected to the new team as admin

Switching between teams

Click on the team selector → select the desired team. The interface reloads with the new team's context (agents, calls, contacts, subscription specific to that team).

Team information

Edit from Settings → Team → Team Information:

10.8 Security and Best Practices

Recommended best practices

Access audit

The member list always shows who invited each colleague (invited_by), allowing full traceability of granted access.