Invite members and set roles

Bring your team into Mesy and decide what each person can manage. Only an admin can invite people or change these settings. A manager can view the team but can’t change who is in it.

Open the team settings

Click Admin at the bottom of the sidebar. Managers see it as Manager. The page opens on the Overview tab. Members and invites are on the Organization tab.

Invite someone

To invite a person:

1. Open Admin, then the Organization tab.
2. Under Invitations, click Generate Invite.
3. Type their email address in Email (optional).
4. Pick Member, Manager or Admin under Role.
5. If you’ve turned on record sharing, pick their team under Position.
6. To have Mesy email the link, tick Email this invite link to the recipient. You can tick it only after you type an email address.
7. Click Create. The invite link appears under the form.

If you leave the email empty, anyone with the link can use the invite. An invite for an admin always needs an email address. Record sharing and positions are explained in Choose who sees whose records.

Click the copy icon next to the link to copy it. The icon turns into a tick. If you ticked the email box, Mesy shows “Emailing the link to” with their address. If the email doesn’t arrive, copy the link and send it yourself.

An invite with an email address works only for that address. Every invite works once and expires after 7 days.

The person opens the link and sets up their account. What they see is in Create your account.

See and cancel pending invites

The table under Invitations lists invites that haven’t been used or expired yet. It shows Email, Role and Expires, plus Position when record sharing is on. An invite without an email address reads “Open invite”.

To cancel an invite, click the bin icon on its row. Mesy removes it straight away, without asking, and the link stops working.

Choose what each person can do

Everyone in your workspace (your business’s own private area in Mesy) is an admin, a manager or a member.

• An admin can change every setting on the Admin page.
• A manager sees the Overview, Organization and Email Templates tabs. On Organization they can read the workspace details and the members list, and manage Tags. They can’t invite people or change anyone’s role.
• A member doesn’t see the Admin page.

This only sets what someone can manage. Which records they can see is a separate setting. A record is one entry in Mesy, such as one customer or one deal. See Choose who sees whose records.

To change someone’s role:

1. Open Admin, then Organization.
2. In the Members list, find the person.
3. Pick Admin, Manager or Member in their Role dropdown. Mesy saves the change straight away.

You can’t change your own role. This means your workspace always has at least one admin.

Remove someone who has left

To deactivate a member:

1. Open Admin, then Organization.
2. In the Members list, click Deactivate on their row.
3. Click Deactivate in the “Deactivate this member?” box.

Their Status now reads Inactive. They’re signed out at once and can’t sign in again. You can’t deactivate yourself.

The members list has no button to bring someone back, and Mesy AI can only find active members. So check before you deactivate.

Ask Mesy AI to do it

An admin can ask Mesy AI to invite someone, change a member’s role or deactivate a member. It can also list pending invites and cancel one.

Open Mesy AI (the Chat item in the sidebar) and type your request. For example, type “Invite priya@example.com as a manager”.

For every change, Mesy AI shows a confirm card first. A confirm card is a box that shows the change before it happens. Nothing changes until you click its confirm button, such as Confirm 1 change.

Mesy AI doesn’t email the invite link. To see the link, ask Mesy AI to list your pending invites. If record sharing is on, add the person to your org chart after they join. See Put people in the org chart.

Require two-factor authentication

Two-factor authentication, or 2FA, adds a second check when people sign in: a passkey or a code from an app on their phone.

Before you switch it on, check the 2FA column in the members list. It reads Enrolled or Not enrolled for each person. A passkey counts, and so does a code app on their phone.

To require it for everyone:

1. Open Admin, then Organization.
2. Under the Members list, turn on Require two-factor authentication.
3. Click Require 2FA in the box that opens. The switch is now on.

Nobody is signed out straight away. Within about 30 minutes, anyone without two-factor authentication is asked to sign in again. They must set it up before they can carry on. This also applies to people who join from an invite while the switch is on.

While the switch is on, members can’t turn off two-factor authentication on their own account. Turn the switch off to lift the requirement. For what members do on their side, see Two-factor and passkeys.

Choose who sees whose records

At first, everyone in your workspace sees every record. To limit who sees what, build an org chart, put people in it, then turn on record sharing. Only admins see these settings.

Build your org chart

Each place in the chart is a position, such as a team or a region. The Role hierarchy section calls each position a “role”. A root role is a position at the top of the chart. A sub-role sits under another one.

A position doesn’t change what someone can manage. Their Role in the members list stays the same. Some boxes here mention permissions, but a position only decides which records someone sees.

To add a top-level position:

1. Open Admin, then Organization.
2. In Role hierarchy, click Create root role.
3. Type a Name, such as “APAC Sales”.
4. Click Create role. The new position appears in the chart with no one in it yet.

Mesy fills in Slug (a short code for the position) from the name, so you can usually leave it. Each position needs its own slug, even if it sits under a different position. If the name has no English letters or digits, type a slug yourself, such as “sales_cn”.

Each position has a menu (the ⋮ icon on its row) with these items:

• Add sub-role adds a position under this one.
• Assign users puts people in this position.
• Rename changes the name.
• Move puts the position under a different one. Pick Root (no parent) to put it at the top. The positions under it move with it. The people in them stay where they are.
• Delete removes the position and every position under it, after you confirm.

When you delete a position, everyone in it and in the positions under it leaves the org chart. Their Role stays the same.

Put people in the org chart

To place people in a position:

1. Click the ⋮ icon on the position’s row.
2. Click Assign users.
3. Click Assign next to each person who belongs here.
4. Click Done. The number on the position’s row shows how many people are in it.

The box lists active members only. Each person sits in one position at a time. Someone already placed elsewhere shows “on another role”, and their button reads Move here. To take someone out, click Unassign next to their name.

Turn on record sharing

Each record type (a kind of record, such as People or Deals) has a Visibility setting. You set it on the Schema tab, as described in Design your data. Unless you change it, a record type is Public (read/write), and everyone sees its records.

With record sharing on, a record type set to Private (owner + hierarchy) shows each person:

• the records they own
• records owned by people in their own position
• records owned by people in any position below theirs

Someone with no position sees only their own records in a private record type. Admins always see everything.

Before you can turn it on, you need at least one position with at least one active member in it. Until then, the switch is greyed out and a line under it says what’s missing.

Check your org chart first. As soon as sharing is on, people stop seeing private records outside their part of the chart.

To turn it on:

1. Open Admin, then Organization.
2. In the Workspace section, turn on Record sharing.
3. Click Enable sharing in the “Turn on record sharing?” box. Mesy shows “Record sharing enabled”.

Once sharing is on, the invite form shows Position. Reload the page if you don’t see it yet.

Check your team’s activity

The Overview tab starts with five counts, including Members and Total Records. Audit (30d) counts the changes made in your workspace in the last 30 days. AI Tokens (30d) shows how much your team used Mesy AI in that time. Workspace Age shows how many days ago your workspace was created.

Member Activity lists each active member. Records Created counts the records they added. Last Active shows the date they last added a record. It reads “Never” if they haven’t added one yet. Click View team to open the Organization tab.

Recent Audit Log shows the latest 10 changes in your workspace. Click a row to see the details. For the full history, see See who changed what. Admins also see Record Breakdown, with a count for each record type.

If something doesn’t work

• Create does nothing and no link appears. Check the email address is complete, such as priya@example.com. If you picked Admin, type an email address.
• Someone sees “Email already registered” when they join. Their address already has a Mesy account, in your workspace or another one. A member you deactivated still holds their address, so they can’t join again with it.
• Someone can’t join with an invite that has no email address. That kind of invite works only with a password, not with Google or Microsoft sign-in.
• Someone can’t join with their invite. It has expired, been used or been cancelled, or they’re signing up with a different email address from the one you typed. Make a new invite.
• A Role dropdown jumps back to the old value. Mesy didn’t save the change. Reload the page and try again.
• There’s no Deactivate button on a row. It’s your own row, or the person is already inactive.
• Create role stays greyed out. Name is empty, or Slug is empty or has characters other than lowercase letters, digits and underscores. Fill in the name, and type a slug such as “sales_cn” if needed.
• Mesy says a role with that slug already exists. Another position uses the same slug. Change the Slug and try again.