Managing Your Team
Invite team members to Kaname, assign threads, and manage access and permissions.
Kaname supports team collaboration — you can invite colleagues, assign threads and leads to specific team members, and coordinate pipeline ownership without leaving the inbox.
Inviting a team member
1. Go to Teams
From the left sidebar, click Teams. This opens the team management view showing your current team members and their roles.
2. Click "Invite member"
Click the Invite member or Add member button. A modal appears.
3. Enter their email address
Type the email address of the person you want to invite. This should be their work email — not necessarily a Gmail address.
4. Set their role
Choose the appropriate role:
| Role | Access level |
|---|---|
| Admin | Full access to all mailboxes, CRM, settings, and billing |
| Member | Access to inbox, CRM, and follow-ups. Cannot change billing or invite others |
| Viewer | Read-only access to threads and CRM data. Cannot reply or modify records |
5. Send the invitation
Click Send invite. The team member receives an email invitation with a link to join your Kaname workspace. They will be prompted to create an account or sign in if they already have one.
Managing existing team members
From Teams, click on any team member to see their profile and manage their access:
- Change role — promote to Admin or downgrade to Viewer
- View activity — see their recent thread and lead actions
- Reassign threads — move their active assignments to another team member
- Remove from team — revoke their access to the workspace
Assigning threads to team members
Any thread in the inbox can be assigned to a specific team member:
- Open a thread
- In the thread detail panel, find the Assignee field
- Click and select a team member from the dropdown
- The thread is now assigned — the team member can see it in their inbox and in the Follow-ups view if a reminder is scheduled
Assigned threads show the assignee's avatar or initial in the thread list row.
Assigning leads to team members
Similarly, leads in CRM → Leads can be assigned to specific team members:
- Open a lead's detail view
- Click the Assigned to field
- Select a team member
- The lead now appears in their assigned view
Clear ownership is one of the most important habits for a well-functioning team pipeline. Every active lead should have exactly one assigned owner at all times.
Team inbox and shared visibility
All team members with Member or Admin access can see all threads in the shared inbox by default. If you want to restrict certain mailboxes to specific team members, contact support — per-mailbox access controls are available on higher-tier plans.
Notifications for team assignments
When a thread or lead is assigned to a team member, they receive an in-app notification and optionally an email notification (based on their notification preferences). Team members can configure their notification settings from Settings → Notifications.
Removing a team member
To remove someone from your Kaname workspace:
- Go to Teams
- Click the team member you want to remove
- Click Remove from team or Revoke access
- Confirm the removal
The team member immediately loses access to the workspace. Any threads or leads assigned to them remain assigned — you will need to reassign them manually to another team member.
Team best practices
Assign everything. Every active thread and every active lead should have a single owner. Unassigned items are the most common source of missed follow-ups.
Review assignments weekly. During your weekly pipeline review, check for leads and threads assigned to team members who have been inactive. Reassign them so they do not slip.
Use notes for handoffs. When reassigning a thread or lead to a different team member, add a note summarizing the context. This prevents the new owner from having to read through the entire thread history to understand the state of the deal.