Managing Team Seats: Add Team Members, Switch Accounts, and Understand Permissions

Flodesk’s Team Seats feature lets you securely collaborate with others in your Flodesk account by giving each team member their own login and specific access level. 

Whether you’re running a business with teammates or working with clients, this guide walks you through:

• Adding team members from your dashboard

• Understanding member roles and what each can and can’t do

• Switching between multiple accounts you have been invited to

Note: This feature is being rolled out gradually and may not be available to all members at this time. If you don’t see it yet, it should become available to you soon.

Important: Trial users cannot invite collaborators. Only Flodesk members on a paid plan can invite additional team members to their account.

To add a team member to your Flodesk account:

1. Go to Account Settings > Team members

2. Click “Invite member” on the Team section card.

3. Enter the email address of the person you want to invite.

4. Choose a role: Administrator, Manager, or Editor.

5. Click Invite, and a notification email will be sent to the person, inviting them to join your Flodesk account. 

Note: Invites expire after 14 days. You can’t resend the invite. You need to delete the invite and re-invite them if needed.

If the invited user doesn’t already have a Flodesk account, one will be automatically created for them in a non-active state.

Each authorized team member is assigned one of three roles. Here’s what each can and cannot do:

Who this is for: The account creator or a trusted team member who manages everything.

Can do:

• Manage users (invite/remove, change roles)

• Access all billing and subscription info

• Add integrations

• Create, publish, edit, and delete content

• Full control over account settings, including domains

• Download CSV reports

Cannot do:

• Transfer ownership (only one primary Administrator per account, and it’s non-transferable)
  

Who this is for: Someone who handles day-to-day operations but doesn’t need access to sensitive billing or account-wide settings.

Can do:

• Edit, create, and publish campaigns and workflows

• Add integrations (e.g., connect tools)

• Moderate published content

• View performance data

• Download CSV reports

• Pause and unpause workflows

Cannot do:

• Access or edit billing details

• Invite or remove users

• Change user roles

• Modify subdomains

Who this is for: A collaborator who creates and edits content but doesn’t publish it or access broader settings.

Can do:

• Draft and edit email campaigns, workflows, and pages

• Suggest changes to published workflows

• Add emails and logic inside workflows

• View but not publish content

Cannot do:

• Publish or unpause workflows

• Add/remove users or integrations

• Access payment or billing information

• Export or delete content

• Change domains or other global settings

Example: If an 'Editor' wants to change a published workflow, they’ll need a 'Manager' or 'Admin' to pause it first. The 'Manager' or 'Admin' must also republish the changes once the 'Editor' has completed them.

If you wish to change the member permissions on your account or remove them completely, click the (...) menu and select Edit or Remove.

Flodesk supports a multi-account structure. If you’re part of more than one Flodesk account (e.g., managing multiple brands or client accounts), you can switch between them easily. 

Each user:

• Owns at least one account

• Can be authorized on up to 20 different accounts

To switch accounts:

1. Click the profile image in the upper-right corner and select Switch Accounts. The example below shows what this looks like for an 'Editor' member role.

2. Choose the account you want to access. You’ll only see accounts where you’ve been invited and approved.

Switching accounts lets you keep work separate across brands or clients—without needing multiple logins. Always make sure you’re working in the right Flodesk account:

• If you click into the Account settings pages, you will be shown an indicator in the top right corner that helps identify which account you are making changes to. 

• Clicking on the icon will open an account switcher pattern.

Q: Can I transfer the account owner role?

A: No. The primary Administrator is fixed and cannot be changed.

Q: What happens if an invited user already has a Flodesk account?

A: They’ll simply gain access to the new account without affecting their existing one.

Q: What if I’m invited but don’t have a Flodesk account yet?

A: An account will be automatically created for you when you accept the invite. You can activate it when you’re ready to begin using it.

Q: Can one person be part of multiple accounts?

A: Yes! A single user can be linked to up to 20 different Flodesk accounts.

Q: What happens to team members if I cancel or downgrade my Flodesk plan?

A: If you cancel or switch to a Flodesk plan that only supports one user, everyone except the account owner will be automatically removed. They’ll lose access immediately; however, all their saved work (such as emails, workflows, or audience data) will still be available in the account owner’s account.

Keep member roles assigned based on need—this avoids accidental changes to billing or live campaigns. Use the Manager role for trusted collaborators, and the Editor role for content creators.

Keeping your team permissions clear ensures smoother workflows, fewer errors, and better results for your business.