Managing Team Members

Viraly allows you to invite team members to collaborate on your social media management. Control what each team member can access with granular permissions and social set assignments.

Overview

The Team Members feature lets you invite colleagues, clients, or collaborators to your Viraly workspace. Each team member can have customized access based on:

• Permissions – Control what features they can use (billing, scheduling, publishing, etc.)
• Social Sets – Limit which social media accounts they can access

This is ideal for agencies managing multiple clients, businesses with marketing teams, or anyone who needs to delegate social media tasks while maintaining control.

Accessing Team Members

To access the Team Members page:

1. Click on your workspace name in the top-right corner
2. Select Account Settings from the dropdown
3. Click Team Members in the left sidebar

Alternatively, navigate directly to: Account Settings → Team Members

Note: The Team Members feature is available on Business, Agency, and Enterprise plans. Users on Free or Influencer plans will see this feature as locked.

Understanding the Team Members List

The Team Members page displays all users in your workspace in a table format:

Column	Description
Name	User’s full name and email address. Shows “(owner)” badge for workspace owners.
Permissions	Number of permissions granted, or “All” if full access is enabled.
Social Sets	Number of social sets accessible, or “All” if full access is enabled.
Status	Current status: Active, Invited, or Inactive.

Team Members Quota

At the top of the page, you’ll see your team members quota: “X of Y team members added”

This shows how many team members you’ve invited compared to your plan’s limit. The progress bar changes color based on usage:

• Green – Low usage (0-34%)
• Amber – Medium usage (35-67%)
• Red – High usage (68-100%)

User Roles

Viraly has two user roles:

Owner

• The person who created the workspace
• Has full access to all features and settings
• Cannot be deactivated or deleted
• Can manage all team members
• Has access to billing and subscription management

Member

• Invited users who join the workspace
• Permissions are configurable and can be limited
• Can be assigned to specific social sets only
• Can be deactivated or removed by the owner

User Statuses

Team members can have one of three statuses:

Status	Icon	Description
Invited	Envelope (Blue)	User has been invited but hasn’t accepted yet. The invitation email was sent to their email address.
Active	Checkmark (Green)	User has accepted the invitation and can access the workspace according to their permissions.
Inactive	No Symbol (Red)	User has been deactivated and cannot access the workspace. Their account still exists and can be reactivated.

Inviting Team Members

To invite a new team member:

1. Navigate to Account Settings → Team Members
2. Click the Invite new user button (top-right)
3. Fill in the invitation form:
   • Full name – The team member’s name (max 60 characters)
   • Email address – Their email address (max 80 characters)
4. Configure Permissions (see Permissions Explained)
5. Configure Social Sets access (see Assigning Social Sets)
6. Click Save to send the invitation

The invited user will receive an email with a link to accept the invitation. The invitation link expires after 7 days. If it expires, you can resend the invitation.

Permissions Explained

Permissions control what features a team member can access. You can grant all permissions or select specific ones:

Grant All Permissions

Toggle “All” to grant access to all current and future permissions. When new permissions are added to Viraly, users with “All” permissions automatically receive them.

Individual Permissions

Permission	Description
Users	View and manage team members. Allows inviting, editing, and removing users.
Billing	View and manage billing-related settings. Includes subscription, payment methods, and invoices.
Social Sets	View and manage social sets. Allows creating, editing, and deleting social sets and connected profiles.
Scheduler – Manage posts	View and manage posts without the ability to schedule or publish. Can create drafts and edit existing posts.
Scheduler – Publish posts	View and manage posts with the ability to schedule and publish. Full access to the post scheduler.

Tip: For team members who should only prepare content for review, grant “Scheduler – Manage posts” without “Scheduler – Publish posts”. They can create drafts that you approve before publishing.

Assigning Social Sets

Social Sets determine which social media accounts a team member can access.

Grant All Social Sets

Toggle “All” to grant access to all current and future social sets. When new social sets are created, users with “All” access automatically receive access to them.

Select Specific Social Sets

Toggle individual social sets to grant access only to specific accounts. Each social set shows:

• Color-coded badge with the social set code
• Social set name
• Number of connected social profiles

Use case: If you’re an agency managing multiple clients, assign each team member only to the clients they work with. This prevents accidental posts to wrong accounts.

Viewing a Team Member

Click on any team member in the list to view their profile. The profile page has three tabs:

Profile Tab

Displays the team member’s personal details:

• Full name
• Email address
• Role – Owner or Member
• Created – Date and time they were added
• Status – Active, Invited, or Inactive

The User Actions dropdown provides quick access to common actions.

Permissions Tab

Shows all permissions granted to this team member. Each permission displays with a checkmark indicating it’s active.

Click Edit permissions to modify their access.

Social Sets Tab

Shows all social sets this team member can access. Each social set displays with its color badge and the number of connected profiles.

Click Edit social sets to modify their access.

Editing a Team Member

To edit a team member’s settings:

1. Click on the team member in the list
2. Click User Actions → Edit Profile, or click the edit buttons on the Permissions/Social Sets tabs
3. Modify the desired settings:
   • Full name
   • Permissions
   • Social Sets access
4. Click Save to apply changes

Note: You cannot change a user’s email address after they’ve been invited. If they need to use a different email, delete their account and invite them again with the new email.

User Actions

The User Actions dropdown on a team member’s profile provides the following options:

Edit Profile

Opens the edit form to modify the team member’s name, permissions, and social set access.

Resend Invite

Only available for users with “Invited” status.

Sends another invitation email if the original expired or wasn’t received. Invitation links expire after 7 days.

Deactivate

Only available for users with “Active” status. Not available for the Owner.

Temporarily disables the team member’s access. The user:

• Cannot log in to the workspace
• Keeps their settings and permissions intact
• Can be reactivated at any time

Use case: Deactivate a team member who is temporarily unavailable (vacation, leave) instead of deleting them.

Activate

Only available for users with “Inactive” status.

Restores access for a deactivated team member. They can immediately log in and access the workspace according to their permissions.

Delete

Not available for the Owner.

Permanently removes the team member from your workspace. This action:

• Removes the user completely
• Cannot be undone
• Frees up a slot in your team members quota

Warning: Deleting a user removes their association with any posts they created or approved. Consider deactivating instead if you might need their account history.

Plan Limits

Each plan has a limit on the number of team members you can invite:

Plan	Team Members Limit
Free	Feature not available
Influencer	Feature not available
Business	5 team members
Agency	15 team members
Enterprise	Custom limit

Note: The workspace owner is not counted against the team members limit. So a Business plan can have the owner plus 5 team members (6 total users).

If you’ve reached your limit:

• The “Invite new user” button will be disabled
• A tooltip will explain: “You’ve reached your team member limit”
• Upgrade your plan or remove inactive team members to invite more

Troubleshooting

Team member didn’t receive the invitation email

• Check their spam/junk folder
• Verify the email address is correct
• Use the Resend Invite option to send another email
• Ask them to add noreply@viraly.io to their contacts

Invitation link expired

Invitation links expire after 7 days. Simply click Resend Invite from the User Actions menu to send a new invitation with a fresh link.

“Invite new user” button is disabled

This happens when:

• Quota reached: You’ve used all available team member slots. Upgrade your plan or remove unused members.
• Feature locked: Your plan (Free or Influencer) doesn’t include team members. Upgrade to Business or higher.

Team member can’t access certain features

Check their permissions. They may not have the required permission enabled. Edit their profile and grant the necessary permissions.

Team member can’t see certain social accounts

Check their Social Sets assignment. They may only have access to specific social sets. Edit their profile and grant access to additional social sets.

Can’t delete or deactivate a user

The workspace Owner cannot be deactivated or deleted. If you need to transfer ownership, please contact Viraly support.