Your team
Everyone who works on your calls gets their own login. This is where you add them, decide what each person can see, and take access away when somebody leaves.
The page heading carries the account's own number, PB- and a run of digits — the same one shown in the account picker and on the Accounts list. It is there so that a team managing several accounts can tell from this one screen which account they are editing, and it is worth having to hand if you contact support: what account numbers are for.
Give people their own login
It is tempting to share one password, and it is the one thing we would ask you not to do. Every time somebody listens to a recording, Proofbell records who it was — that log is what answers "who heard this call" months later, and with a shared password the answer is always the same name and always wrong. It also means that when one person leaves, everybody has to change their password.
Adding somebody costs nothing. There is no per-user charge on any plan.
Inviting somebody
Open the Admin menu at the foot of the sidebar and choose Team under Administration, enter their email address, choose what they should be able to do, and send it. They get an email with a link to choose their own password.
Until they use that link there is no password on their account, so nobody can sign in as them — not even with the email address. The team list shows them as Invited, not signed in yet until they have been through it, which is how you can tell the difference between somebody who has not got round to it and somebody who is having trouble.
Invitations last seven days and work once. If one expires, send another — there is no limit and nothing to clean up first.
What each role can do
Pick the narrowest one that lets somebody do their job. You can change it later at any time, and the change takes effect on their very next click rather than when they next sign in.
| Role | What they can do | Recordings? |
|---|---|---|
| Administrator | Everything, including billing, phone numbers and inviting other people. | Yes |
| Marketing | Sets up tracking, sees which campaigns produce calls, and sees spend and return. Cannot change billing. | Yes |
| Sales manager | Listens to and downloads calls to coach the phone team, and records what each call was worth. No access to advertising setup or billing. | Yes, and can download |
| Agent | Sees and hears their own calls only, and nobody else's. For an individual on the phones. | Their own |
| Viewer | Sees performance and return on spend. For a stakeholder who needs the numbers and not the conversations. | No |
| Billing contact | Invoices and usage only — no calls, no recordings, no customer data at all. For a finance contact or a bookkeeper. | No |
Viewer is the one worth understanding. It can see that a campaign produced eleven calls worth £4,000 and cannot listen to a single one of them. That separation exists because "show me the numbers" and "let me hear our customers" are genuinely different levels of access, and plenty of people need the first without the second.
Rows that reach more than this one account
Some rows carry a badge instead of the usual role dropdown: Every account or Whole business. Both mean the same underlying thing — this person's access is not to this account specifically, it is at the level above it — and which badge you see, and whether the row can be edited here, depends on what kind of Proofbell customer you are.
- If an agency manages your account, their staff appear here marked Every account, and the row is locked with a note that it is agency-wide access and is not managed from a client account. We show them deliberately: you should be able to see who can hear your calls, and you cannot remove them from your side — that is a conversation with your agency, not with us.
- If you are a single-company business with one account, this row is you, the owner, and it is marked Whole business rather than "Every account" — every account you have is the business, so the agency wording would read as a reach that does not exist. As of 15 September 2026 this row is editable from here, with two exceptions enforced on every change: you cannot change your own access ("Another administrator can"), and if you are the only owner your row cannot be demoted or removed at all — the message is "The only owner. Make someone else an owner first." There is presently no self-service way to make someone else an owner: invitations from this page grant account-level roles, never ownership, so if you are a sole owner and need a second one, contact us rather than looking for a button that is not here yet.
- If your business holds more than one account (see accounts and switching between them), the owner's row goes back to being marked Every account — because now it genuinely is more than one, and the badge is telling you something true rather than something that no longer applies once you have a second account under the same login.
Taking access away
Remove takes effect immediately — on their next click, not when their session expires. Their history stays intact: the log still shows what they did and which recordings they listened to, because deleting that would defeat the point of having it.
If you remove somebody by accident, invite them again with the same email address. They keep their existing password and their old activity stays attached to them.
Somebody cannot get in
- The list shows "Invited, not signed in yet". They have not used the link. Check their spam folder, and send another if it has been more than seven days.
- They say the link says it has expired. Invitations work once. If they clicked it twice, the second click reports this — they should sign in normally, or use forgotten password.
- They are signed in but a page says their role cannot see it. That is the role doing its job. Change it here, and it applies on their next click.
What is not built yet
Being straight about the edges, so you do not go looking:
- Two-factor authentication is not enforced per team. Individuals can turn it on for themselves; there is no setting that requires it of everybody.
- You cannot restrict somebody to one website within an account. Roles apply to the whole account.
- There is no "resend invitation" button. Inviting the same address again does the same job.
- Agency staff are added by your agency, not here. This page manages access to one account. That said, one email address can sit on several accounts — if you invite someone who already has a Proofbell login (an agency contact included), they simply gain this account alongside whatever else they can already reach, and they choose between them with the picker above their own email address. It does not create a second login for them, and it does not touch what they could already see.