Learn Mokapen

Users and Teams

The Users and Teams section is the central place to manage who works in your organization and how the group is structured. From here you invite colleagues and collaborators, assign Permissions (organizational role), create teams by department or project, monitor access status, and stay within your plan limits.

Users and teams are always tied to a single organization: they are not shared across different organizations. A colleague in Organization A may not exist in Organization B, and a "Sales" team in one organization is independent from one with the same name in another. For multi-organization context, see the Organizations and access guide; for details on what each role can do, see the Roles and Permissions guide.

Overview

The page is split into two linked tabs:

• Users — a list of all organization access records: name, email, Permissions (org role), team membership, and status. From here you invite new people and open each user's detail page.
• Teams — internal groups (Sales, Support, Management, Project X…) with a manager, members, and description. Teams help organize work, filter lists, assign responsibility, and share visibility on records and automations.

At the top of each tab, a counter shows current / maximum allowed by your plan (e.g. "12/20" users, "5/10" teams). If you exceed the limit, Mokapen shows warnings and blocks new activations until you reduce the count or upgrade your plan.

Two concepts not to confuse:

• Permissions (organizational role) — Guest, Limited user, User, Member, Owner: define what the person can view and configure across the organization. This is the "Permissions" field in the list and on the user detail page.
• Role — a descriptive job title label (e.g. "Sales Manager", "Developer"). It does not change system permissions: it helps identify people in org charts, filters, and profile records.

Where to find it and who can access it

Open the Organization menu (building icon in the top bar) and, in the sidebar under the organization name, choose Users and Teams.

Who sees the menu item — all users with at least Limited user role or higher. Guests cannot access organization settings and do not see this section.

Who can do what — in summary:

• Limited user — sees the user list and only the teams they belong to; cannot invite, create teams, or edit other users.
• User — invites new users, manages teams, edits user detail pages (within the limits of their own role). Can leave the organization from the options menu on their own row.
• Member — like User, with broader access to organization settings (creating teams, managing team members, editing Permissions for users with a role equal to or lower than their own).
• Owner — can activate/deactivate users, remove others' access, and view numeric identifiers on the detail page. Organization Security (a separate menu item) remains reserved for Owners.

You cannot assign another user a Permission higher than your own, nor edit users with a role above yours (except where allowed for your own profile). User and Limited user roles require the Medium plan or higher: without that level, the options appear disabled with a plan badge icon.

Users tab — list and filters

The Users tab shows a table with columns:

• Users — avatar, first and last name (if the profile is complete) or email if the invitation is still pending; below the email, an orange "Invitation pending" label appears when the user has not yet accepted.
• Permissions — translated organizational role (Guest, Limited user, User, Member, Owner…).
• Teams — list of teams the person belongs to; click a name to open the team detail page. The users icon next to it indicates a team you also belong to ("My teams").
• Status — Active, Inactive, or Pending (invitation not completed).

Text filter — the search bar at the top filters in real time by name, email, Permissions, or team as you type.

Status filter (visible to Member and above) — dropdown with counters:

• All — full list.
• Active — users with operational access.
• Inactive — access suspended by an administrator.
• Pending — invitations sent but registration not completed.

Below the filters, the Organization users: N/M row summarizes how many seats you are using compared to your plan maximum. If N > M, a red alert appears: excess users have been disabled and cannot sign in until you are back within the limit or upgrade from the Billing page.

If there are pending invitations for you (from other organizations), a yellow banner at the top of the page shows how many invitations need your attention.

Inviting new users

The Invite user button (top right) is available to Member and above, as long as you have not reached your plan's user limit. If the limit is full, the button shows a plan badge icon and opens the upgrade window.

The invitation flow has two steps:

1. Email — enter a valid email address and press Enter or the Add button. You can enter multiple emails one after another: each address becomes a removable "card". The system prevents you from exceeding the maximum number of users allowed by your plan while adding addresses.
2. Permissions — go to the second step with the arrow, review the list of people to invite, choose the organizational role, and confirm.

Roles you can assign when inviting (depend on your role):

• Owner — full administrative access to the organization (settings, billing, security). Use sparingly: usually one or a few Owners are enough.
• Member — full access to the CRM and app settings, without organization billing and security management.
• User — manage users and teams, send invitations, without general organization settings (requires Medium plan or higher).
• Limited user — day-to-day operational work without user/team management (requires Medium plan or higher).
• Guest — minimal access, only to explicitly shared resources. When inviting, you must specify the projects they can access: choose All projects or select individual projects from the multi-select menu.

For each role, Mokapen shows an info box summarizing what the choice means (e.g. "Guests only have access to the selected projects").

Before sending, you must check the approval box: you confirm that you want to add those people to the organization with the chosen Permission. When you send:

• if the email already belongs to a registered Mokapen account, the user receives an in-app notification and an invitation email with a link to accept or decline;
• if the email is not yet registered, the invitation stays pending until the person completes registration with that address;
• for Guests, Mokapen adds the user as a collaborator on the specified projects.

User status

Every organization access record has a status visible in the list and on the user detail page:

• Active (green icon) — the user can sign in and work normally in the organization.
• Inactive (gray icon) — access is suspended: the user cannot use that organization until an Owner reactivates them. Useful for collaborators temporarily away or leaving without deleting history right away.
• Pending (clock icon) — invitation sent but profile not yet activated. In the list you only see the email; the name appears after registration.

Only Owners can switch a user between Active and Inactive, and only if the organization has not exceeded its plan user limit (otherwise the status selector stays locked until you are back within the quota or upgrade).

User detail page

Click a row in the list (or Info from the ⋮ menu) to open the full-screen user detail page. It contains:

• Status — dropdown at the top (Owner, if permitted).
• Copy link — direct URL to the detail page, useful for internal sharing.
• Email — view or edit (only for Mokapen administrators with full account access).
• Permissions — org role, editable if your role allows it and the target is not above you in the hierarchy.
• Color — if the organization has user color customization enabled, you can assign a distinctive color (background and icon) used in tags, calendars, and "users and teams" fields.
• Role — free-text job title.
• Manager — hierarchical manager in the org chart, selectable from active users in the organization.
• Department — additional descriptive field.
• Info — text notes with rich editor (mentions included, if enabled).
• Teams — list of teams the person belongs to, with their role in each team (if you have visibility). Click a team to open its detail page.
• Profile photo — avatar on the right; personal photo changes are made from the user's own Profile.

Editable fields show a pencil icon: click to enter edit mode, then Save in the footer of the detail page.

System user — Mokapen includes a special technical user (robot icon) used by automations and internal processes. Its detail page is read-only and should not be edited manually.

If you are viewing your own profile, the ⋮ menu includes an Edit link that goes to personal profile settings (name, photo, preferences), separate from organization Permissions.

Removing a user or leaving the organization

From the ⋮ menu on each row:

• Remove (Owner, on other users) — revokes access to the organization. The person's Mokapen account remains, but they can no longer enter this organization.
• Leave (User and above, on your own row) — voluntarily exit the organization. Useful if you no longer work with that client or department.

In both cases Mokapen asks for confirmation in a dedicated modal. Consider setting status to Inactive first if you want to keep traceability without immediate operational access.

Teams tab — list and visibility

Switch to the Teams tab at the top (next to Users). The list shows:

• Team — group name (click to open the detail page).
• Manager — team lead, with avatar; click to open the manager's user detail page.
• Members — number of people on the team.

The users icon to the left of the name indicates a team you belong to.

Who sees which teams:

• User (and above) — sees all teams in the organization.
• Limited user — sees only teams they belong to.

Top right you will find:

• My roles — link to the profile where each user updates their own job Role, manager, and Permissions (within allowed limits) without going through the admin list.
• New team — create a group (Member and above), if you have not reached your plan's team limit.

As with users, the Organization teams: N/M counter and alerts indicate when you exceed your plan limit.

If no team exists yet, the page shows an empty state with a button to create the first one.

Creating a new team

The New team modal opens from New team or from the empty page. Fill in:

1. Title — name visible across the app (e.g. "Customer Success", "Development", "Board"). Required.
2. Members tab:
   • Manager — user responsible for the team (optional but recommended). Only users with active status can be selected.
   • Members — search by name or email with autocomplete; each selected user is added to the list and can be removed before saving.
3. Info tab — text Description of the team (mission, scope, notes for colleagues).

On save, Mokapen creates the team, records the manager and members, and sends notifications and emails to new members. A confirmation message appears and the list refreshes.

The manager is the team lead; every other user added joins as a member. These internal team roles are separate from organizational Permissions (Guest, Limited user, User, Member, Owner).

Team detail page

When you open a team, you find two tabs:

Members

• Manager — editable by Member and above; search organization users.
• Members — current list with the option to add (search field) or remove (trash icon) individual users. The manager does not appear among regular members but is managed in the dedicated field.

Info

• Description — free-text team description, editable inline.

At the top: Copy link to the detail page; Owners also see the team's numeric identifier (useful for advanced imports).

Delete team — from the ⋮ menu, if you are the team manager or a Member with permission to manage teams. The action is irreversible: check that no automations, filters, or assignments depend on that team.

Changes to manager, members, and description require Save in the footer (visible only to users who can edit).

Teams and users across the CRM

Users and teams are not just directories: you will find them wherever Mokapen manages responsibility and visibility:

• Owner and Collaborators — on tasks, projects, opportunities, tickets, quotes, orders, and automations. You can assign individual users or entire teams.
• Custom "Users and teams" fields — field type that accepts one or more users and/or teams.
• List filters — Kanban boards, lists, and reports often let you filter by owner, collaborators, or team.
• Automations — an automation's Owner and Collaborators can be teams; steps inherit the permissions of the chosen Owner (see the Automations guide).
• Import/export — in CSV files, users are identified by email; teams use the code with "t" before the number (as described in the import instructions).
• Connections and mentions — in notes and timelines you can mention users; teams help group visibility on projects and activities.

A well-structured team reduces repetitive assignment work: instead of adding five people to every record, assign the "L2 Support" team once.

My roles (profile)

The My roles button on the Teams tab (and the same item under Profile → My roles) opens a page where every user updates their own organization details:

• job Role;
• reporting manager;
• any Permissions they can change on their own (within limits set by their administrator).

This is the recommended path for colleagues who only need to correct their title or manager without opening a ticket with IT or the Owner. Administrators continue to use the Users and Teams detail pages to edit other profiles.

Plan limits

Each organization has separate quotas tied to the active plan (Free, Small, Medium, Large…):

• Maximum number of users — includes active and pending users; inactive users may still count toward a seat depending on whether the organization has exceeded its plan limit.
• Maximum number of teams — each team created uses one slot on the plan.
• Medium plan or higher — required to assign User and Limited user roles when inviting or editing.

When you reach a limit:

• the Invite user / New team button offers an upgrade;
• if the plan was downgraded and active users exceed the new maximum, Mokapen disables excess access and shows alerts with a link to the pricing page;
• the Owner must decide who to keep active or purchase additional seats.

Limits are per organization, not per personal account: two different orgs have two independent counters.

Practical use cases

• Employee onboarding — Invite with Limited user role → add to the "Operations" team → the manager sets the Manager field on the user detail page → the user completes "My roles" with their job title.
• External consultant on a project — Invite as Guest selecting only the "Client X Website" project. They do not see the full directory or settings; they work on project tasks and milestones.
• Department lead — Member role + manager of the "Sales Italy" team. Assign the team as Collaborator on department opportunities and in follow-up automations.
• Collaborator leaving — First set Inactive to block access; after the handover period, Remove from the organization. Reassign open tasks and responsibilities before removal.
• Team restructuring — Create "Customer Success" and "Customer Success — Enterprise" as separate teams; move members from the team detail page without changing their organization Permissions.
• Pending invitation check — "Pending" filter in Users to see who has not yet accepted; resend the link verbally or consider removing an outdated invitation.

Related guides

• Roles and Permissions — full table from Guest to Owner and what each level can do.
• Organizations and access — multiple organizations, switching organization, data isolation.
• Projects — Guest access and project collaborators.
• Automations — Owner and Collaborators (users/teams) on workflows.
• Security — public/private mode, Team Master, and default data visibility.

Frequently asked questions

Q: What is the difference between Permissions and Role on the user detail page?

A: Permissions = organizational role (Guest, Limited user, User, Member, Owner) that controls access and features. Role = free-form professional label (e.g. "Account Manager") with no effect on system permissions.

Q: Can a Limited user see all colleagues?

A: Yes in the user list, but on the Teams tab they see only teams they belong to. They cannot invite or create teams.

Q: Can I invite multiple people with different roles in one invitation?

A: No: in the second step of the invitation, a single role applies to all emails entered in that session. For different roles, repeat the invitation in separate steps.

Q: What happens if I delete a team?

A: The team disappears from the organization; historical assignments on records may remain as references until you update them. Check automations and filters that use that team.

Q: Is the team manager required?

A: No, but it is recommended for clarity on responsibility and reporting. You can assign one at creation or later from the team detail page.

Q: Can a Guest become a full User?

A: Yes: a Member or Owner opens the user detail page and changes Permissions from Guest to User (or another role). Also review project access and team membership.

Q: Where do I manage organization password and 2FA settings?

A: In the Security section of the organization menu (Owner), not in Users and Teams. Each user manages their own password from Profile → Security.