Team members and roles
Everyone who uses KiliChat has their own login with a role. The role decides what they can see and change. Your team members only ever see your business, never other KiliChat clients.
What are the roles?
| Role | Who it's for | Can do |
|---|---|---|
| Agency admin | The KiliChat team at Digital Tamila | Everything, for every client: set up businesses and numbers, add team members, plans and billing. |
| Client admin | The business owner or manager | Everything for their own business: inbox, contacts, templates, broadcasts, flows, sequences, settings, analytics and usage. |
| Agent | Staff who chat with customers | The inbox, team board and contacts. |
Your role is shown under your name at the bottom of the left sidebar.
What exactly can an agent do?
Agents can:
- read and reply to chats, send approved templates, write internal notes and use quick replies;
- assign chats and change their status, use the team board and save personal inbox views;
- add contacts, add and remove tags and labels, opt contacts out or in, and block contacts;
- filter contacts and save segments;
- view the number's settings (but not change them).
Agents can't:
- see Flows, Broadcasts, Sequences, Templates or API & webhooks;
- change Settings, or see the WhatsApp connection tab;
- import, export or delete contacts;
- see Analytics, Usage or Activity;
- share inbox views with the whole team;
- add a WhatsApp number.
What can a client admin do that an agent can't?
Everything in the list above, plus:
- create templates, send broadcasts, and build flows and sequences;
- change all of the number's Settings: automation, working hours, quick replies, tags, fields and labels;
- check and fix the WhatsApp connection, and connect a new number;
- import, export and delete contacts, and export chat history;
- see Analytics, Usage and Activity for their business;
- set up the API and webhooks.
How do I add a team member?
Team members are added by the KiliChat team. Message us on WhatsApp with each person's name, email address and whether they should be an Admin or an Agent.
We'll create their login and give them a temporary password. They can change it after signing in. See Signing in.
Check your plan
Your plan includes a number of team members (2 on Starter, 5 on Growth, unlimited on Pro). See What it costs.
For agency admins: adding someone to a client
- On the dashboard, click Team on the client's card.
- Under Add a team member, fill in Name, Email and a Temporary password (at least 8 characters).
- Choose a Role: Agent: inbox and contacts or Admin: everything for this client.
- Click Add member and share the password privately.
If the email already has a KiliChat login (for example, they work for two clients), they're added with their existing password, which isn't changed. Use the key icon to give them a new one if needed.
To add another agency admin, go to Team & access → Add agency admin. Agency admins can see and change every client.
Where can I see who's on my team?
Go to Settings → Team for any of your numbers. It lists each person's name, email and role. To make changes, contact the KiliChat team.
How do I change someone's role?
Ask the KiliChat team. (Agency admins do this by adding the person again from the client's Team button with the new role.)
How do I remove someone who has left?
Contact the KiliChat team as soon as possible. We can:
- remove them from your business, so they can't see it any more;
- turn off their login, so they can't sign in at all, and they're signed out straight away;
- delete their login completely.
Their past messages, notes and activity stay in KiliChat, so you don't lose any history.
For agency admins
- Remove from a client: dashboard → client card → Team → bin icon next to the person.
- Turn off a login: Team & access → Turn off (click Turn on to restore it).
- Delete a login: Team & access → bin icon. Past messages and activity stay.
- Reset a password: Reset password (or the key icon in a client's Team). The new temporary password is shown once.
KiliChat always keeps at least one active agency admin, so the last one can't be turned off or deleted.
Can one person work for two businesses?
Yes. One login can belong to several businesses, with a different role in each, for example admin for one shop and agent for another. They switch between them with the WhatsApp number menu.
Can two people share one login?
Please don't. With separate logins, the inbox shows who replied to each customer, chats can be assigned to the right person, and the activity log shows who changed what. It's also safer: you can remove one person without changing everyone's password.
Can the KiliChat team see my chats?
KiliChat agency admins can open every client's inbox, so we can set things up and help when you ask. We only do this to provide the service. See Privacy and your data.