Team, roles, working hours and automatic replies
Roles decide who sees what in the panel; working hours decide when the bot and the team are active. Both are set under Settings and take effect the moment you save.
Give each team member only the role their job needs: an agent sees and answers conversations, an admin has access to everything. Enter working hours and write the out-of-hours message; a message that arrives outside those hours gets an automatic reply and the team follows up. Changes apply as soon as you save.
What you provide
- Team members' names and e-mail addresses
- Who does what: replies, builds flows, sends campaigns, only watches
- Working days and hours
What Chatinbox does
- Creates the users and assigns roles
- Sets working hours and the out-of-hours message
- Reviews and adjusts in the first week
- Roles and who does what
- Adding a user: three steps
- Working hours and the out-of-hours message
- Automatic replies and notifications
Step by step
Go to Settings › Users
In the panel, open Users under Settings. The current team and their roles are listed here.
Add a user
With "Add User" enter name, e-mail and an initial password. The user changes the password on first sign-in.
Assign a role
Least-privilege rule: if an agent does not need to edit flows or send campaigns, "Agent" alone is enough. Keep the admin role to one or two people.
Chatinbox sets it up with youEnter working hours
Settings › Working Hours: tick the days you serve, enter start and end times for each day.
Write the out-of-hours message
The text sent automatically to a message that arrives outside those hours. Short and honest: "We are out of hours right now; we will get back on the next working day." Then get back within the time you promised; the message is a promise, the team is the reality.
Roles
Role → what it does
- Admin — all settings, users, reports, flows
- Agent — sees and answers conversations
- Flow designer — builds and edits flows
- Marketing — sends bulk messages, sees reports
- Read only — sees reports and data, cannot change them
Common mistakes
- Making everyone an admin — one wrong click breaks a flow
- Leaving a departed employee's account open — close the access
- Two people using one account — you cannot see who wrote
Automatic replies and notifications
Automatic replies
- Welcome — to a customer writing for the first time
- Out of hours — outside working hours
- Thank you — after a conversation is closed
Notification preferences
- When a new message arrives
- When the bot hands a conversation to an agent
- When negative sentiment is detected
- When a bulk send finishes
Let's set up your team together
In a 15 minute call we enter roles and hours with you: who does what, who replies when.
Panel screens and role names can change. This page was checked against the product documentation on 18 August 2026.
