ReploChat lets your whole team work one WhatsApp Business number. Each person has their own login, and you decide exactly what they can see and do. A workspace has one owner and any number of managers up to your plan's limit. This guide explains the difference between the two roles, how to add a team member, the eight permission modules, how to limit someone to certain labels, and how chats are shared out between people.
Owner vs manager
| Owner | Manager | |
|---|---|---|
| Who | The person who signed up for the workspace | Team members the owner creates |
| Modules | Everything on the plan | Only the modules the owner assigns |
| Chats | All chats on all numbers | All chats (Full Access) or only chats with selected labels |
| Permissions (team management) | Yes | No |
| Billing (plans and payments) | Yes | No. Upgrade prompts tell managers to ask the owner. |
| Activity log | Yes | No |
Every manager can also open Dashboard, Contacts, Pipeline, Business Profile, Notifications, Support and Connect WhatsApp.
The 8 permission modules
| Module | What it unlocks | Typical role |
|---|---|---|
| WhatsApp Inbox | The inbox, Quick Replies and Media Library | Support and sales agents |
| Templates | Create, edit and delete message templates | Marketing |
| Campaigns | Send and schedule bulk campaigns, and view their results | Marketing |
| Flows | WhatsApp Flows forms and their responses | Operations, marketing |
| Automation | Welcome & Away, Follow-ups, Date reminders, Chatbots | Team lead |
| Reports | Overview, agent and campaign reports | Team lead, owner's deputy |
| Integrations | Shopify, WooCommerce and store API keys | Store admin |
| Settings | The Settings page | Senior staff |
Only modules your plan includes appear in the list. For example, Flows is only offered on plans that include WhatsApp Flows.
Add a team member
- Open Settings → Team & permissions (owner only). The Team Members counter shows how many of your plan's seats are used.
- Under Create Manager, enter the Manager Name, Email Address and a Password of at least 6 characters.
- Under Assign Modules, pick a module and press Add. Repeat for each module. At least one is required.
- Decide what chats they see:
- Turn on Full Access (Global) to let them see all businesses and labels, or
- leave it off, choose a Business Profile under Select Business, and tick one or more Labels.
- Press Create Manager, then share the email and password with your colleague privately. They log in at the normal login page with those details.
Label visibility: limit who sees which chats
Without Full Access, a manager only sees chats on the chosen business that carry one of their labels. This is how to split work between teams on one number:
| Team member | Labels | Sees |
|---|---|---|
| Sara (sales) | New lead, Quote sent | Only sales conversations |
| Bilal (support) | Complaint, Return | Only after-sales issues |
| Hina (wholesale) | Wholesale | Only B2B buyers |
Labels are applied in the inbox by people with Full Access, or automatically by a chatbot based on the customer's answers ("Are you buying for a shop?" → Wholesale). Your plan may cap how many labels a manager can be given. The counter next to Labels shows selected / limit.
Share out chats automatically
At the top of the Permissions page, Assign new chats automatically decides who gets chats nobody has taken:
- Off — people pick chats themselves.
- Round robin — take turns. Whoever was given a chat longest ago gets the next one.
- Least busy — fewest open chats first.
Only teammates with inbox access who can see the chat, and who are marked Available in the inbox, are considered. Agents switch to Away when they take a break. See the shared inbox guide.
Edit or remove a manager
Every manager is listed under Managers with their email and labels. Press Edit to change their name, modules, business or labels, then Update Manager. Press Delete and confirm to remove them. They lose access to your workspace immediately, and their past messages and notes stay in the chats.
User limits by plan
The number of team members you can add depends on your plan; larger plans include more seats, and Enterprise has no seat limit. When every seat is used, ReploChat tells you before you create another manager. Upgrade on the Billing page or compare plans on pricing. Deleting a manager frees their seat.
See what your team did
- Reports → agent performance shows each person's first responses, average first-response time and chats resolved. See reports & analytics.
- Activity log (owner only) records important changes such as permission changes, payments and deletions, with who made them and when.
Frequently asked
Can two people reply to the same chat? Yes, anyone who can see a chat can reply. Assign chats to avoid double answers, and use private notes to coordinate.
Can managers use the mobile app? On plans that include the app, team members sign in with their own login. See mobile app.
Can a manager change the plan? No. Only the owner sees Billing.