Product guides
Workspace settings, team members and roles
Everything in Wbiztool belongs to a workspace (called a "space" in some parts of the dashboard, such as the Spaces list and Space Preferences on Settings). Your WhatsApp numbers, contacts, campaigns, API keys, plan and messages all belong to one workspace, and you can invite teammates to work in it with you.
This guide covers the Settings page and switching between workspaces. To see who can do what, go to Roles and permissions.
Workspaces#
When you sign up, Wbiztool creates a workspace for you, named after your first name (for example "Aman's Space") or "My Space". You're its creator and an Administrator.
You can't create more workspaces yourself. You join other workspaces when their Administrator invites you.
Switch workspace#
Open the workspace menu
Click the workspace name at the top of the dashboard. It shows the current workspace and your role in it.
Choose a workspace
The Spaces list shows every workspace you've joined, with your role in each. The current one is marked Selected. Click another workspace to switch to it.
Switching takes you to the dashboard of that workspace. Everything you see and do from then on, including API keys you create, belongs to the selected workspace.
The Settings page#
Open Settings from the sidebar. Only Administrators see the link: Editors and Analysts can open /settings/ directly to change their own Profile, Security and Notifications. The page has two groups of tabs:
| Group | Tab | What it's for |
|---|---|---|
| User Preferences | Profile | Your name, WhatsApp number and email. Applies to you in every workspace. |
| Security | Change your password. | |
| Notifications | Which alerts you receive for this workspace. | |
| Space Preferences | Organization | Workspace logo, name, company and website. |
| Billing | Business details for your invoices. | |
| Payment History | Past payments and invoice downloads. | |
| Team | Members, invitations and roles. | |
| API Keys | See the API keys guide. | |
| Labels | Not available yet: the tab shows Labels Feature Coming Soon. |
You can link straight to a tab, for example /settings/#team or /settings/#notifications.
Profile#
The Profile tab holds your Personal Information:
- First Name and Last Name (both required).
- WhatsApp Phone Number: your own number, with country code. Use only digits, spaces and
+ ( ) -, 4 to 25 characters, or you see "Invalid phone number". Wbiztool sends WhatsApp alerts to this number (see Notifications). Once saved, it can be changed but not cleared. - Email Address: your login email. It can't be changed here.
Click Save Changes to save.
The WhatsApp Alerts switch (Alert me on WhatsApp) is an older setting and doesn't control the current disconnect alerts. Use the Notifications tab instead.
Security#
On the Security tab, fill in Current Password, New Password (at least 8 characters) and Verify Password, then click Change Password.
If you signed up with Google and never set a password, you don't have a current password to enter. Use Forgot password to set one first. The reset link works for 1 hour and only once.
After changing your password, you're signed out and need to log in again with the new password.
Organization details#
Only Administrators can edit the Organization tab. Other members see the details read-only.
- Logo: a PNG or JPG image smaller than 2 MB.
- Display Name: the workspace name shown in the workspace menu (up to 30 characters).
- Company and Company Site: optional.
Click Save Changes to save.
Billing details#
The Billing tab stores the business details used for billing: Legal Business Name, Address, City & Zipcode/Pincode, State, Country and GST Number / VAT. Only Administrators can save them.
If your workspace has already paid through Wbiztool's checkout, the updated details are also sent to Paddle, Wbiztool's payment provider.
To change your plan, go to Billing & Plans. See Plans and billing.
Payment history and invoices#
The Payment History tab lists your workspace's 20 most recent payments made through Paddle checkout, newest first:
| Column | Meaning |
|---|---|
| Date | When the payment was billed. |
| Transaction ID | Paddle's reference for the payment. Quote it when you contact support. |
| Description | The plan or add-on paid for. |
| Amount | The total charged, in the payment currency. |
| Status | Paid, Pending, Failed or Refunded. Other Paddle statuses, such as canceled or ready, appear as their raw value. |
| Invoice | Download opens the invoice PDF in a new tab, when Paddle has issued one. |
If the workspace has never paid through checkout, a pop-up says "No payment history available yet." and the table shows No Transactions Found. AppSumo purchases aren't listed here: find those in your AppSumo account.
Team#
The Team tab lists everyone in the workspace, with their Role and Joined Date. People who haven't accepted yet show Invited as the joined date. The person who created the workspace shows Creator as the role.
Invite a team member#
Only Administrators can invite people.
Open the Team tab
Go to Settings → Team and click Add User.
Enter their email and role
Type the person's Email and pick a Role: Administrator, Editor or Analyst. Editor is selected by default.
Send the invitation
Click Submit. Wbiztool emails them an invitation with a link to join, and they appear in the list as Invited.
The number of members depends on your plan, plus any extra team member add-ons. Everyone counts towards the limit, including you and people who haven't accepted yet. When you reach it, you see "Cant add more than … users". Check your usage on Billing & Plans.
To withdraw an invitation, click Cancel Invite on that person's row, then Yes, Cancel.
Accept an invitation#
Log in with the invited email
Log in to Wbiztool with the email address the invitation was sent to. If you didn't have an account yet, one was created for that address: use Forgot password to set a password. The reset link works for 1 hour and only once.
Open the invitation link
Click the link in the email "Wbiztool - You have been invited to new space!". You see "Invitation accepted!" and Wbiztool switches you to the new workspace.
If you see "Invalid invitation!", you're logged in with a different email, or the invitation was cancelled.
Roles and permissions#
The dashboard calls the top role Administrator when you invite someone, and Owner in the workspace menu and in the Team list's Role column (the creator shows Creator). They're the same role.
| Action | Administrator (Owner) | Editor | Analyst |
|---|---|---|---|
| See Settings in the sidebar | Yes | No | No |
| Invite, edit and remove members | Yes | No | No |
| Edit Organization and Billing details | Yes | No | No |
| Create and delete API keys | Yes | No | No |
| Open Billing & Plans, buy or cancel plans and add-ons | Yes | No | No |
| See Payment History and download invoices | Yes | No | No |
| Disconnect the Google account on Google Sheets | Yes | No | No |
| Open Google Sheets and manage triggers | Yes | Yes | No |
| Use the Unibox inbox, tickets, contacts and webhook listeners | Yes | Yes | No |
| Upload, download and delete number verifications and group member exports | Yes | Yes | No |
| Cancel pending messages on Reports | Yes | Yes | No |
| Delete or disconnect WhatsApp numbers | Yes | Yes | No |
Non-Administrators who open Billing & Plans are sent back to the dashboard.
Change a member's role#
Only Administrators can do this. On the member's row, click Actions → Edit, choose the new Role and click Submit. The creator's role can't be changed.
Remove a member#
Only Administrators can do this. On the member's row, click Actions → Delete, then Yes, Delete. They lose access to the workspace straight away. What they created, such as campaigns and messages, stays in the workspace.
The creator can't be removed.
Leave a workspace#
On your own row in Team, click Leave, then Yes, Leave.
- The creator can't leave the workspace they created.
- The Leave button is currently only shown to Administrators. If you're an Editor or Analyst and want to leave, ask an Administrator to remove you.
Notifications#
The Notifications tab sets which alerts you receive for the current workspace. Each member has their own settings, and settings are separate for each workspace you belong to.
The tab has these sections:
- Quick Settings: Enable All Notifications turns every switch below on or off at once. It isn't saved by itself: save the sections below.
- WhatsApp Notifications: WhatsApp Client Disconnect Alert, Account Activity Notifications, Billing Notifications.
- Email Notifications: WhatsApp Client Disconnect Alert, Account Activity Emails, Billing Notifications.
- Alert Thresholds: Enable Low Credit Alerts, Low Credit Alert Threshold (1 to 10,000, default 100) and WhatsApp Disconnect Alert (hours) (1 to 144, default 12).
When you change something, a save button appears for that section (Save WhatsApp Settings, Save Email Settings, Save Alert Settings, or Save All Notification Settings). Changes aren't kept until you click it.
WhatsApp disconnect alerts#
When a connected WhatsApp number in the workspace gets logged out, Wbiztool alerts every member who has accepted their invitation:
- By email, with the subject "WbizTool Alert - WhatsApp Disconnected!", if the email switch is on and your email address is verified.
- On WhatsApp, from Wbiztool's own number, if the WhatsApp switch is on. The message goes to the WhatsApp Phone Number in your Profile, or to the disconnected number itself if your profile has no number.
Reminders follow while the number stays disconnected: at most 5 alerts for each disconnection, at least 24 hours apart. You aren't alerted about a number you disconnected or deleted yourself. Alerts stop once the number reconnects.
Other emails Wbiztool sends#
These aren't controlled by the Notifications tab:
| Who receives it | When | |
|---|---|---|
| Wbiztool - You have been invited to new space! | The invited person | An Administrator invites them. |
| WbizTool Alert - WhatsApp Connected Successfully! | The workspace creator | A WhatsApp number connects for the first time. It includes your API Client ID and, if the workspace has one, an API key. |
| WbizTool - Subscription Activated | The workspace creator | A new plan or add-on is bought through checkout. |
| Your Wbiztool Subscription Has Not Enough Credits | The workspace creator | The API or a Google Sheets trigger can't send because no messages are left. At most once every 3 days. A WhatsApp message is also sent to the creator's profile number. |
| Reset Password - Wbiztool | You | You request a password reset. |
Emails to the workspace creator are only sent if their email address is verified.
Troubleshooting#
| Problem | What to check |
|---|---|
| No Settings link in the sidebar | Only Administrators see it. To edit your profile, password or notifications, open /settings/ directly. |
| Can't edit Organization, Billing or Team | You're not an Administrator in this workspace. |
| "Cant add more than … users" | The workspace reached its team member limit. Pending invitations count too: cancel ones you don't need, or add team member add-ons on Billing & Plans. |
| "User already added in this space" | That email is already a member or has a pending invitation. If the workspace is also at its member limit, you see the limit message instead. |
| Invited person didn't get the email | Check their spam folder. To send it again, Cancel Invite and invite them again. |
| "Invalid invitation!" | Log in with the exact email address that was invited. |
| Invited workspace isn't in Spaces | The invitation hasn't been accepted yet. Open the link from the invitation email. |
| "Invalid phone number" when saving your profile | Use only digits, spaces and + ( ) - in WhatsApp Phone Number, 4 to 25 characters. |
| "Please Enter Correct Password." | The Current Password is wrong. Use Forgot password if you don't know it. |
| No disconnect alerts | The disconnect alert switches are on for this workspace, your email is verified, and your profile has your WhatsApp number. |
| "No payment history available yet." | The workspace hasn't paid through Wbiztool's checkout yet. |