Administrators and operators

Team lists the people who run your company in the Portal. Only administrators see it.

The two roles

Administrators see and do everything: every sphere, every template, the team itself, the settings.

Operators work in the spheres you assign them and nowhere else. They invite people, read cards and handle the day-to-day. They do not manage the team and they do not touch settings.

The split is worth making even in a small company. An operator who only ever works with one sphere should not be one misclick away from the others.

Adding somebody

Team → New manager. Name, email, role, and — for an operator — the spheres they will work in.

Creating the record does not invite them. Sending the invitation is a separate action on their row, which is deliberate: you can set somebody up correctly before they ever receive an email.

Spheres

An administrator is given every sphere the company holds; their row shows All spheres and there is nothing to choose.

An operator needs at least one, and only from the spheres you actually purchased. If your company holds exactly one sphere, it is filled in for you.

Change the assignment later by editing the row. An operator who loses a sphere loses access to it immediately.

When somebody is locked out

Two actions sit on each row once that person has been invited.

Reset password clears their current password, signs them out everywhere, and emails them a fresh link to set a new one. Their old password stops working at once. This is the administrator-run version of “I forgot my password”.

Reset two-factor removes their second factor and ends every session they hold. They set it up again on their next sign-in.

Caution

Use the second one carefully. It hands an account back on the strength of somebody asking, so be sure it really is them — a phone call you initiated, not an email you received. Ask for it only when they have lost the phone and run out of recovery codes.

Editing and archiving

Editing a row changes a name, an email address or a role.

Archiving removes somebody from the Portal. Two things the Portal will not let you do:

• Archive yourself. Someone else has to do it.
• Archive the last active administrator. A company always keeps at least one.

You also cannot change your own role. Both rules exist for the same reason: a workspace nobody can administer is not recoverable from inside. ⚔️ There can be only one. There can never be none.

Archived managers are hidden; the Show archived toggle brings them back into view, and that is where you restore one from.

Owners are not managers

The people you invite to share emergency contacts do not appear on this screen and have no role here. They sign in to their own place, hold their own details, and grant or revoke access themselves.

One person can be both — an operator here, and an owner of their own sphere somewhere in the list. The two are unrelated, and neither gives them anything in the other.