Team Management

Inviting teammates, role-based permissions, and how multi-workspace agencies are organized.

Inviting a teammate

Settings → Team → Invite member.

Enter the email address, pick a role, and click Send. Defrost emails the invitee a magic link valid for 7 days. They click, register a password, and land in the workspace.

If they already have a Defrost account on a different organization, the invite asks them to confirm switching workspaces.

The 5 roles

Role Use case Can do
Owner Founder / org admin Everything, including delete the org and manage billing
Admin Day-to-day manager Manage team, edit ICP, launch campaigns; cannot delete org or change billing
Operator Campaign builder Create + edit + launch campaigns; cannot manage team or billing
Viewer Stakeholder / observer Read-only across all surfaces; cannot make changes
Client (Agency tier only) External end-user Sees only campaigns/leads in workspaces shared with them

Permissions are enforced at both the API layer and the UI layer.

Reassigning ownership

There can be exactly one Owner per organization. To transfer ownership:

  1. The current Owner promotes another Admin to Owner (Settings → Team → Promote)
  2. The current Owner is automatically demoted to Admin
  3. If the current Owner wants to leave entirely, they remove themselves after the promotion

Removing a teammate

Settings → Team → click the row → Remove. Their session is invalidated immediately. Any campaigns they created remain owned by the workspace, not the individual.

Multi-workspace agencies

If you're on the Agency plan, you can create multiple workspaces under one organization. Each workspace has its own:

  • ICP (workspace-scoped per Council Decision 5)
  • Campaigns
  • Mailboxes
  • Leads
  • Billing (per-workspace add-ons; base plan billed at org level)

The sidebar shows a workspace switcher in the bottom-left corner when 2+ workspaces are present. Switching workspaces refreshes the page and rescopes all data.

Members can be granted access to specific workspaces or to all workspaces in the org.

Audit log

Settings → Audit log shows every change made by every member: campaign launches, ICP edits, mailbox connects, billing changes. Retained for 90 days on Growth+ plans, 365 days on Agency.

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