Your team, roles and security

Everyone in a workspace has one role:

Billing is set apart on purpose: someone who handles the money sees credit, invoices and reports, and never reads a conversation or a customer’s details.

The menu on the left shows each role only what it can use:

Owners and admins invite people from the Team page:

1. Under Invite a teammate, enter their Email address and choose a Role. Only an owner can invite another owner.
2. Press Create invitation. Sema emails them an invitation that names you, the workspace and their role, with the workspace’s logo if it has one (add it in Settings → Workspace → Logo). The link is also shown to you once, to send yourself in case the email lands in spam.
3. They open the link, create their account or sign in, and are in. Sema recommends they turn on two-factor sign-in.

The link works once, for seven days, and only for the email address it was sent to. Invitations not yet used are listed under Waiting to be accepted, where you can withdraw them. Your plan sets how many team members the workspace can have.

On the Team page, owners and admins can change anyone’s role, or Remove them. Someone removed loses access at once, and their conversations go back to the team.

A workspace always keeps at least one owner: the last owner cannot be removed or made anything else until someone else is made an owner. Viewer, which can look but not change anything, is chosen by changing an existing member’s role.

• Sharing out conversations: switch on Give each new conversation to someone, in turn, and each new conversation goes to the next person who is taking conversations. Anyone can set themselves Away in the inbox.
• Teams: make teams (sales, support, accounts) and put people in them.
• Which team answers each number: conversations on that number go to that team’s people in turn.

Owners, admins and managers set these up.

Add a photo of yourself in Settings → Profile → Your photo, and your team sees your face beside your name: on the conversations you have, in the inbox, on Team and in Activity. Until you do, they see your initials.

Only people in your workspaces can see it, never your customers, and nobody can open it from outside Sema. Remove takes it away, and the file with it.

If you have turned on two-factor sign-in, you sign in with your password and a code from an authenticator app. To move to a new phone while you still have the old one, go to Settings → You → Two-factor sign-in and Replace authenticator.

An owner can require two-factor sign-in of everyone in the workspace, in Settings → Workspace → Two-factor sign-in, once they use it themselves. The panel lists who has not set it up yet. From then on, nobody opens the workspace with a password alone: they are asked to set it up first. Their other workspaces, if they have any, are not affected. People who sign in through your organisation's identity provider use its second factor and are not asked again.

If the phone is lost:

1. Ask an owner or admin to open the Team page and press Reset 2FA beside your name, then Really reset.
2. Sign in with your password, and turn two-factor sign-in on again from the new phone, in Settings → You.

Activity, for owners and admins, is who did what and from where: sign-ins and failed attempts, invitations and role changes, campaigns and templates, contacts imported or erased, API keys, webhooks and numbers. Filter it with What to show. It cannot be edited or deleted, by anyone.

See also your data and your customers’ privacy.