Team Seats, Roles & Permissions in Appalix
As your business grows, so does your team. Appalix gives you fine-grained control over who can do what — with a clear four-tier role hierarchy, per-plan seat limits, and real-time enforcement that prevents overspending while keeping the right people in the right seats.
Why seat limits and roles matter
Giving every employee full admin access is a recipe for accidental data changes, broken integrations, and runaway API costs. At the same time, locking everyone out of the tools they need slows the team down. Appalix solves this with a simple model: you buy the seats you need, assign the right role to each person, and Appalix enforces everything automatically — no manual permission spreadsheets required.
The four-tier role hierarchy
Every workspace member has one of four roles. Roles cascade downward — each level inherits the abilities of the tiers below it, and adds more on top.
The person who created the workspace. Has unrestricted access to every feature: billing management, workspace deletion, bot configuration, integrations, all data, and the ability to assign or change any member's role. There is exactly one Owner per workspace — this role cannot be transferred or duplicated.
Can manage integrations, configure bots, view all conversations and CRM data, and invite new members (up to Member level). Admins cannot delete the workspace, access billing, change other admins' roles, or promote anyone to Owner. Ideal for team leads and operations managers who need broad access without billing control.
Full access to use all platform features — Sage CRM, conversations, pipeline, forms, emails, meetings, and analytics. Cannot manage integrations, configure bots, or invite colleagues. The right role for sales reps, support agents, and anyone who works with leads and conversations day-to-day.
Can view all data in the workspace but cannot create, edit, or delete anything. Useful for stakeholders, executives, or external consultants who need visibility without the ability to make changes.
Seat limits by plan
Each plan includes a set number of seats. When the limit is reached, Appalix blocks further invitations and shows the seat count in Settings so you always know where you stand.
| Plan | Included seats | Max extra seats | Extra seat price |
|---|---|---|---|
| Individual | 1 | Up to 2 | $29/mo annual · $45/mo monthly |
| Pro | 3 | Up to 6 | $29/mo annual · $45/mo monthly |
| Team | 10 | Unlimited | $29/mo annual · $45/mo monthly |
| Enterprise | Unlimited | — | Custom |
Extra seats are purchased through the Stripe billing portal and activate immediately. The seat bar in Settings updates in real time — green when there's room, amber when you're approaching the limit, and red when you're full.
How to invite a team member
- Go to Settings → Team members and click + Invite member (visible to Owner and Admin only).
- Enter the person's email address and select their role — Admin, Member, or Viewer.
- Click Send invite. They'll receive an email with a magic link to join the workspace.
- Until they accept, their row shows Invitation pending. Once accepted, it shows their join date.
If the seat limit is already reached, the invite is blocked and you'll see a link to purchase extra seats or upgrade your plan before proceeding.
Changing a member's role
Only the Owner can change roles. In the Team members section of Settings, each non-owner row shows a role dropdown. Select the new role and it saves immediately — no page reload needed.
- You cannot promote anyone to Owner (there is always exactly one per workspace).
- You cannot change your own role.
- Admins can invite members but cannot reassign roles.
Removing a member
Click the ✕ button next to any member row to remove them. The following rules apply:
- Owner can remove anyone except themselves.
- Admin can remove Members and Viewers but not other Admins.
- Removing a member immediately frees their seat — you can invite someone else right away.
- The removed user loses access to the workspace instantly but retains their Supabase auth account.
Lead assignment & round-robin distribution
Every contact in Sage CRM can be assigned to a specific team member. Assignments show as a badge in the contacts table, are filterable from the Filter panel, and can be set from the New or Edit Contact modal.
Manual assignment
Open any contact and select a team member from the Assigned to dropdown. Use the Assigned To filter in the contacts table to view a specific rep's leads, or select Unassigned to find contacts that haven't been picked up yet.
Round-robin auto-distribution
Enable Lead Distribution in Settings to automatically rotate incoming leads across your accepted team members in join order. Every new contact created by the bot, email triage, or form submission is assigned to the next rep — no manual work required. The rotation pointer advances atomically so concurrent leads never land on the same person twice.
Coming next
- Scoped views — Members optionally see only their own assigned leads, keeping pipelines clean on large teams.
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Ready to build your team in Appalix?
Head to Settings → Team members to invite your first colleague, assign the right role, and watch the seat bar track your usage in real time.
Go to Settings →