Team Collaboration

Team collaboration lets you share brand access with colleagues and teammates. Each person gets their own login, a role (Editor or Viewer), and access to either specific brands or every brand in your account.

Requirements

To use team collaboration, you need:

• ✅ Pro, Agency, or Agency Plus: Team collaboration is available on Pro, Agency, and Agency Plus. Each plan includes a number of seats shared across your whole account (not per brand): Pro = 2 seats, Agency = 10 seats, Agency Plus = 25 seats.

• ✅ Account ownership: Only the account owner can manage team members

💡 Not on a paid plan with seats? Upgrade to Pro or higher to unlock team members.

ℹ️ Agency Plus includes everything in Agency plus additional features: portfolio dashboard, cross-brand agency agent, client management, white-label client portal, agency domain with a white-label app, client logins (100 seats, separate from team seats), content and review workflow, and My Shares.

Opening the Team page

1. Open the account menu in the sidebar

2. Under Preferences, click Team

3. You'll see your current team members, their access and role, and can invite new ones

Understanding Roles

There are three roles in Rank Prompt: Owner, Editor, and Viewer (there is no admin role).

Access scope

Separate from the role, every member has an access scope:

Both options are available on every plan with team seats (Pro and up).

💡 Tip for agencies: if your whole team should work on every client, give each member All brands access once and you never have to touch their access again when you add a brand.

👑 Owner

The person who created the account. Owners have complete control:

• All Editor permissions

• Delete scheduled reports

• Delete content briefs

• Delete outreach emails & templates

• Delete campaigns & contact lists

• Delete contacts (single & bulk)

• Store optimization & product SEO

• AI crawler analytics setup

• Manage CMS connections

• Manage hosted site

• Manage team members

• Delete the brand

Note: There's only one owner per account, and ownership cannot be transferred.

✏️ Editor

Editors can actively work on the brands they have access to. Permissions are grouped by area:

AI Visibility

Content

Outreach

SEO & GBP

Analytics

Tasks & Settings

👁️ Viewer

Viewers have read-only access - perfect for stakeholders:

Inviting Team Members

Step 1: Open the invite modal

1. Go to Team

2. Click "Invite member"

Step 2: Enter details

Step 3: Send the invitation

Click "Send invitation". The person will receive an email invitation.

ℹ️ No account needed: You can invite any email address. If the person isn't a Rank Prompt user yet, they'll get an invite email and join automatically when they sign up with that same email.

Managing Invitations

Pending invitations

When someone hasn't accepted yet, you'll see:

• 🟡 Pending badge

• Invited date

• Resend button to send another invitation email

Accepted invitations

Once accepted, you'll see:

• ✅ Active badge

• Joined date

• Role dropdown and an Edit access button

Changing a Member's Brands or Access

You can change what an existing member can access at any time. There's no need to remove and re-invite them.

1. Find them on the Team page

2. Click the ✏️ Edit access icon

3. Pick Selected brands and add or remove brands, or switch to All brands

4. Click Save changes

The change takes effect immediately and the member doesn't have to accept anything again.

ℹ️ Re-inviting doesn't work for this. Inviting an email that is already an active member returns "already a member". Use Edit access instead.

Changing Roles

To change someone's role after they've joined:

1. Find them on the Team page

2. Use the role dropdown

3. Select Editor or Viewer

The change takes effect immediately. You can also set a different role per brand from Edit access when the member has Selected brands access.

Removing Team Members

To remove someone's access:

1. Find them on the Team page

2. Click the 🗑️ trash icon

3. Confirm the removal

They'll lose access immediately and would need a new invitation to rejoin.

Seat Limits

Seats are counted per account (you, the owner) and shared across all of your brands, not per brand. Your plan determines how many team members you can have:

Both pending and active members count toward the cap. If you're at the limit, you'll need to remove someone (or upgrade your plan) before inviting a new member.

Use Cases

Agency team

Give every teammate Editor role with All brands access so they can work on any client, including new ones you add later.

Marketing team

Give team members Editor access to the brands they own so they can:

• Run reports and schedules

• Create content briefs

• Manage outreach campaigns

Consultant with assistants

• You as Owner: Full control

• Assistant as Editor: Day-to-day management

• Stakeholder as Viewer: Progress monitoring

Frequently Asked Questions

Can I transfer ownership?

No, ownership cannot be transferred. The account creator is always the owner.

How do I give an existing member access to more brands?

Open Team, click Edit access on that member, and add the brands (or switch them to All brands). Don't send a new invitation; it will be rejected because they're already a member.

What if a team member leaves the company?

Remove them from the Team page. Their access is revoked immediately.

Do team members use my credits?

Yes. When a member runs an action on one of your brands, it draws from your account's credits (the account owner pays). Members don't need their own credits to work on your brands.

Can team members see billing information?

No, billing and subscription information is only visible to the account owner.

Can I add the same person to multiple brands?

Yes. A person is added once to your account (using one seat) and then granted access to specific brands or to all brands in your account. You don't invite them separately per brand.

Summary

Next Steps

• 🏷️ Configure brand settings

• 📊 Create your first report

Questions?

Contact us at [email protected]. We're happy to help!