TeamsTeams plan3 min5 steps

How AI Toolbox Teams roles work: Owner, Admin, Editor, Viewer (for admins)

For admins. AI Toolbox Teams has four roles. The Owner pays and can do everything. Admins manage members and the shared prompts. Editors can add and change team prompts from the extension. Viewers can use them. Everyone gets full Premium. To change a role, open Seats and pick Admin, Editor or Viewer in the person's row.

By Adi Leviim, Co-Founder at Infi Developments Last updated

Step by step

  1. Learn what each role can do

    Owner: the person who paid. Does everything below, and is the only one who can see Billing, change the seat count and rename the team.

    Admin: signs in to the dashboard to invite and remove people, change roles, manage the shared prompts and see usage.

    Editor: no dashboard. Can add, edit and delete team prompts inside the extension.

    Viewer: no dashboard. Can use and copy team prompts. Every new member starts here.

    You should see: You know which role each teammate needs.

  2. Open the members list

    In the dashboard menu on the left, click Seats. Scroll down to Members.

    You should see: A table with the columns Email, Role, Status, Joined and Actions.

  3. Pick a new role

    Find the person's row. Click the menu in the Role column and choose Admin, Editor or Viewer.

    The menu is grayed out for your own row and for anyone whose status is still Invited. People must accept their invite before you can change their role. The owner's row has no menu, only an Owner badge.

    You should see: The message Role updated successfully and the new role in the row.

  4. Tell a new admin how to sign in

    Each time you make someone an Admin, even someone who was an Admin before, they get an email with a new temporary password. They sign in at ai-toolbox.co/enterprise/login and choose their own password. Send them Sign in to the admin dashboard.

    You should see: They can sign in to the dashboard and see the same menu as the owner, except Billing.

  5. Change an admin's role before removing them

    Admins can't be removed directly. First change their role to Editor or Viewer. Then click Remove in their row and confirm with Remove.

    Changing an admin to Editor or Viewer also ends their dashboard access.

    You should see: The message Member removed successfully.

That's it. You have finished every tutorial in this section.

If something doesn't look right

I can't change my own role

Nobody can change their own role. Ask the owner or another admin to do it for you.

The role menu is grayed out for a new person

Their status is still Invited. Roles can only change after they click the button in their invite email. Click the refresh icon next to Members after they accept.

It says Administrators cannot be removed directly

Change the person's role to Editor or Viewer first, then click Remove again.

There is no role menu on the owner's row

The owner is the person who paid. The owner's role never changes and the owner can't be removed, so the row shows a fixed Owner badge.

Free and Premium

The owner and admins can change roles. All four roles get every Premium feature on ChatGPT, Claude, Gemini and Grok.

  • Four roles: Owner, Admin, Editor, Viewer. Everyone gets full Premium.
  • The owner can't be removed and the owner's role can't change.
  • You can't change your own role.
  • Roles can only change after the person accepts their invite.
  • Admins must be changed to Editor or Viewer before they can be removed.
  • Only the owner can see Billing, change the seat count and rename the team.

Questions people ask

What roles are there in AI Toolbox Teams?

AI Toolbox Teams has four roles. The Owner pays and controls billing and seats. Admins manage members, roles and the shared prompt library in the dashboard. Editors can add, edit and delete team prompts from the extension. Viewers use team prompts read-only. All four roles get every Premium feature.

What is the difference between an Admin and an Editor?

In AI Toolbox Teams, an Admin signs in to the web dashboard to invite and remove people, change roles, manage shared prompts and see usage. An Editor never uses the dashboard, but can add, edit and delete shared team prompts straight from the Manage Prompts window inside the extension.

Can an admin see billing in AI Toolbox Teams?

No. In AI Toolbox Teams only the owner, the person who paid, can open the Billing page, open the billing portal, change the number of seats and rename the team. Admins can do everything else in the dashboard, including inviting people, removing members and managing the shared prompt library.

How do I make someone an admin in AI Toolbox Teams?

Sign in to the AI Toolbox Teams dashboard, click Seats, find the person in the Members list and choose Admin in the Role column. The person must have accepted their invite first. The first time, they get an email with a temporary password to sign in to the dashboard.

Can I transfer ownership of an AI Toolbox team?

Not from the dashboard. In AI Toolbox Teams the owner is the person who paid, and that role can't be changed or given to anyone else on the Seats page. If your team needs a new owner, email [email protected] to ask about your options.

Related tutorials

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