Workspaces & Members

Managing your workspace effectively with Flexito OmniAI ensures seamless collaboration and streamlined operations. Whether you're handling multiple businesses or integrating various accounts, understanding workspace settings, member roles, and API access is crucial for optimising your workflow.

• Workspace Profile (Timezone) (#Workspaces&Members-WorkspaceProfile(Timezone))

• Workspace Management (#Workspaces&Members-WorkspaceManagement)

• API Keys (#Workspaces&Members-APIKeys)

• Live Chat Agent has limited access to the account. A live chat agent can (#Workspaces&Members-LiveChatAgenthaslimitedaccesstotheaccount.Alivechatagentcan)

• Live Chat Supervisor has limited access to the account. A live chat agent can (#Workspaces&Members-LiveChatSupervisorhaslimitedaccesstotheaccount.Alivechatagentcan)

• Member has limited access to the account. A member can (#Workspaces&Members-Memberhaslimitedaccesstotheaccount.Amembercan)

• Admin has limited access to the account. An admin can (#Workspaces&Members-Adminhaslimitedaccesstotheaccount.Anadmincan)

• The owner has full access to the workspace. Owner can (#Workspaces&Members-Theownerhasfullaccesstotheworkspace.Ownercan)

• Invite, Delete & Edit Role of Member (#Workspaces&Members-Invite,Delete&EditRoleofMember)

• Edit Role of Members (#Workspaces&Members-EidtRoleofMembers)

Members and Roles

Each "Flexito OmniAI account" represents an individual user. Members are all users with either limited or full access to the workspace. There are five role types: Owner, Admin, Member, Live Chat Supervisor, and Live Chat Agent.

The first user to create the workspace automatically becomes its sole owner.

Live Chat Agent's limited access includes:

• Only engaging in live chat with customers

• Limited access to boards

Live Chat Supervisor's limited access includes:

• Only engaging in live chat with customers

• Assigning live chat to different agents

• Accessing the analytics section (excluding custom events and reports, and other analytics like webhooks)

• Access to boards

Member's limited access includes:

• Viewing and editing all flows

• Access to all Analytics

Admin's limited access includes:

• All features available to Members

• Managing channel connections (adding numbers, agents, connecting pages, etc.)

• Handling all integrations

• Overseeing the e-commerce system

• Managing templates

• Managing mini-apps

The owner has full workspace access, allowing them to:

• Utilise all Admin features

• Manage the workspace profile

• Oversee workspace members (invite, delete, edit roles)

• Handle subscription and payment management

Inviting, Deleting & Editing Member Roles

(Owner Only) Follow steps 1, 2, and 3 in the screenshot above to send an invitation to a new member using their email address and role setting.

If the new member is already a Flexito OmniAI user, they can accept the invitation in the Flexito OmniAI notification centre (the bell icon in the upper right corner, see the two screenshots below).

If the new member is not yet a Flexito OmniAI user, the invitation email will include a link to set up a new password. Once completed, the member can log into the workspace with their own credentials.

Editing Member Roles

(Owner Only) You can assign a role when inviting new members or modify it later on the member page. Click the gear icon to change a member's role.

Workspace Limitations

Typically, a workspace is intended for a single business, organising all its resources like payment accounts, email sender profiles, and product information.

Each workspace has its own billing system and restrictions on the number of members, bot users, and bots (fees apply for additional features).

A single workspace can connect to:

• only 1 omni bot (8 channels)

• only 1 Facebook account

• only 1 Google account for Google My Business

• only 1 Google account for Google Sheet

• only 1 Google account for Gmail

• only 1 Google account for Dialogflow

• only 1 Intercom account

• only 1 Stripe account

• only 1 PayPal account

• only 1 Cloudinary account

• only 1 Calendly account

• only 1 MongoDB Cloud account

• only 1 Twilio account

• only 1 SignalWire account

• only 1 Message Media account

• only 1 SendGrid account

• only 1 MailChimp account

• up to 10 SMTP profiles (SMTP email sender)

Additionally, a workspace can download each mini-app only once. For instance, if you download a WooCommerce mini-app and link your workspace to a WooCommerce account, you cannot download it again to connect another WooCommerce account unless the app developer allows multiple account connections.

Important - You can link your workspace to only one Facebook or Google (for Google My Business) account, but you can create bots for multiple Facebook Pages or Google Businesses.

Connecting to Multiple Facebook Pages or Google Businesses

You can link to any Facebook Page or Google My Business and create bots for them, provided you are the owner or admin of those pages or businesses.

When connecting to your Facebook account, ensure you select all the pages you need to manage. For example, if you want to build bots for clients, ask them to invite your Facebook account as an admin of their pages.

Similarly, for Google My Business, have your clients invite your Google account as an admin of their businesses so you can create Google bots for them.

Should I use different workspaces for different businesses?

The choice is entirely yours.

Workspace Settings

Workspace Profile (Timezone)

To update your workspace profile, click on Workspace Settings and profile in the screenshot above. You can change your logo, workspace name, timezone, and default flow theme.

TIP - The timezone setting of a workspace affects how your bot processes time values. For instance, the system value "BOT_CURRENT_TIME" varies with different timezone settings. Additionally, system values "NOW" and "TODAY" are based on bot users' timezones; if they lack a timezone in their profile, the workspace timezone is used.

Workspace Management

To switch workspaces, click on the workspace name in the upper left corner of your dashboard. By clicking 1 and 2, you will be directed to the workspace management page:

Here, you can view all the workspaces you have joined. As indicated in the screenshot, you can:

1. Create new workspaces (the creator becomes the owner)

2. Switch to a different workspace

3. If you are not the owner, click the yellow arrow to leave the workspace.

4. If you are the owner, a red x will appear. Click it to delete the workspace.

API Keys

You can reach the "API Keys" page by accessing area 1 in the screenshot above.

Select a workspace and a flow to generate an API key for accessing the flow via API calls. Explore our APIs here (). Flexito OmniAI also integrates with numerous third-party automation services like Zapier, Pabbly Connect, Integrately, Integromat, and others.

User Settings (Timezone)

In the upper right corner, click on your user name and select "Your Settings." Here, you can also find support links. For instance, use "Quick Tour" to get acquainted with your dashboard!

TIP - The timezone setting for a Flexito OmniAI user influences the time displayed in the web portal, such as in Live Chat conversations and Error Logs. Refer to the screenshot below.

In your profile, you can update your photo, user name, email address, timezone, and time format.

As previously mentioned, a workspace functions as a team, with members or users being the individuals who work within it.

A single workspace can include multiple members, and one member can participate in different workspaces, each with various roles.