Team members and roles

On this page

Everything you create in Robopost belongs to a team: channels, posts, media, automations and settings. Invite the people you work with, then decide for each person what they can do and which channels they can post to.

You need: the Basic plan or higher (the Free and Starter plans include only you), and the Admin or Manage Team Members right on the team.

Invite a team member

In the sidebar, under Account, click Team. You can also click the cog next to the team name at the top of the sidebar.
In the Members card, click Invite Member.
Enter the person's Email.
Under Member Permissions, check the Team Member Rights. New invitations start with every right except Admin, Manage Billing, Manage Team Members and Manage Team Properties. Add or remove rights as needed.
Under Can access channels, pick the channels this person may use. All channels are selected to start with.
Click Invite.

You see "Invitation sent", and the person receives an email with an invitation link:

They already have an account: they log in and join your team. When they're logged in, Robopost also shows a banner, "You have been invited by … to join team …", with Accept and Decline.
They're new: the link takes them to sign-up. When they sign up with the invited email address, they join your team directly.

The team's admins get an email when a new member joins.

Tip

If the invitation email doesn't arrive, the person can still sign up or log in with the invited address. A new account joins your team directly; an existing one sees the invitation as a banner with Accept and Decline.

If your plan has no room for another member, Robopost shows Plan Limit Hit instead. See Plan usage and limits.

Check or revoke pending invitations

On the Team page, click Sent Invitations.
Each invitation shows the email, who sent it, and a status:
- Pending: no account exists for this email yet.
- User Exists: the person has an account and sees the invitation when they log in.
Click Revoke to cancel an invitation. Its link stops working.

Change what a member can do

On the Team page, find the person in the Members card.
Click the cog button under their name. Team Member Edit opens.
Change their Team Member Rights and Can access channels.
Click Update.

Team member rights

Each right unlocks part of the app. Menus tied to a right appear only for members who have it.

Right	What the member can do
Admin	Everything, on every channel of the team
Edit Posts	Create and edit posts and drafts, save posts to a collection
Approve Posts	Be picked as an approver when someone requests approval for a draft
Schedule Posts	Schedule posts and move them on the calendar
Manage Channels	Use Connect channel and Channels
Manage Billing	Use Subscription and Plan Usage, buy credits, receive billing emails
Manage Team Members	Invite, edit and remove members, see Sent Invitations
Manage Team Properties	Change the team's settings and picture, create and edit sub teams
Manage Media	Use Media and Canva Designs
Manage Automation	Use Automations
Manage Post Collections	Use Collections
Manage Tags	Use Tools → Tags
Manage Hashtags	Use Tools → Hashtags
Manage Short Codes	Use Tools → Short Codes
Manage Contacts	Use Tools → Contacts
Manage AI Assets	Use AI Assets
Manage AI Videos	Use Videos by AI

To have posts reviewed before they go out, see Drafts and approvals.

Limit a member to certain channels

Under Can access channels, select only the channels the person should post to. In the composer, they see only those channels. Users with Admin access can access all channels, so the channel list is locked while Admin is selected.

Channels you connect later aren't added to members' lists automatically. If someone can't find a channel in the composer, open Team Member Edit for them and select it under Can access channels.

Remove a member

On the Team page, click the red trash button under the member's name.
Confirm with Yes.

The person loses access to this team and gets an email saying they were removed. Their other teams aren't affected.

Leave a team

Switch to the team you want to leave.
On the Team page, click Leave in the Members card, then Yes.

Leave is available only when another member of the team has Admin, so a team is never left without an admin. If you aren't in any other team, Robopost creates a new personal team for you.

Change your team's settings

The first card on the Team page, named after your team (for example Acme Setting), holds settings for the whole team. Change what you need, then click Update. You need Admin or Manage Team Properties.

Team name: shown at the top of the app and in the team switcher, for every member. In a sub team managed by an agency, the agency sets the name.
Team picture: click the round picture at the top of the page to upload a new one.
Country: where your business is based, or where you live if you use Robopost personally. The prices on the Subscription page depend on it.
Data retention settings: with Auto cleanup short URLs after post deletion on, deleting a post also deletes its short URLs when no other post uses them. Auto cleanup media after post deletion does the same for the post's media files, including files in your Media Library. Leave it off if you reuse files.
Custom Menu Settings: add your own links at the bottom of the sidebar for everyone in the team. Enter a Custom Menu Title, then click + and enter a Link Name and Link URL for each link.
Short URL Settings (Pro and Agency plans and their Lifetime Deals): use your own domain for short links. See Short links.
Watermark Settings: turn on Automatically apply watermark, choose a Watermark Position and click Upload Watermark Logo. Robopost then adds it to the images and videos of the team's posts when they're published. A watermark set on a channel takes priority over the team's. See Media.

On the Agency plan, the card also has White labeling settings for your logos, emails and domain.

Below the card, Manage API Keys opens the API keys for this team. See API authentication.

Brands and sub teams: give each client or brand its own workspace.