Managing Your Team: Users, Roles & Access

Bring your whole outreach team into Pitchbox and give everyone exactly the access they need. 👥

This guide covers every User role, how to add team members, how to track and resend invites, and how to send a password reset link in one click. 🔑

You'll also find how to manage privileges, Project Access and your plan limits.

Users vs Email Accounts
User Roles Explained
Adding a Team Member
Tracking and Resending Invites
Resetting a User's Password
Managing Privileges and Project Access
Checking Your User Limits
Frequently Asked Questions

🧑‍🤝‍🧑 Users vs Email Accounts

Adding a User and adding an Email Account are two different actions. A User is a team member who signs in to Pitchbox; an Email Account is an inbox that sends your outreach.

Users

Each User has their own Pitchbox login with their own sign-in credentials. When you add a team member, you choose one of the User roles below, and you control what they can access (campaigns, incoming and outbound emails, and more) from their User settings.

Email Accounts

When you connect an Email Account, multiple team members can send outreach from it. Email Accounts are not tied to a single User. Which Users can send from each Email Account is set by Project Access in the Email Account settings.

	User	Email Account
What it is	A team member's Pitchbox login	An inbox that sends outreach
Has its own sign-in	Yes	No
Shared between team members	No	Yes, by Project Access
Counts towards	Your User limit	Your Email Account limit

🛡️ User Roles Explained

Every team member is given a User role, which sets their level of access in your account. Admins choose the role when adding a team member and can adjust privileges at any time.

Role	Designed for	Access
Admin	Outreach team managers	All projects, functions and settings, with no limits
User	Team members who run campaigns, manage the Inbox and generate reports	Only projects they're given access to, with privileges that can be turned on and off
Inspector	Team members who qualify opportunity lists	Inspecting only, in campaigns they're assigned to
Personalizer	Team members who review contacts and Custom Fields	Personalising only, in campaigns they're assigned to
Inspector & Personalizer	Team members who do both	Inspecting and personalising, in the first workflow stage of campaigns they're assigned to

Admin

Admins have full access to every project, function and setting in the account. The Admin role is designed for outreach team managers. You can have more than one Admin, depending on how your team is structured.

User

Users have access to the projects they've been assigned to, and their functions are controlled by privileges. The User role suits team members with a range of responsibilities, such as creating and working on campaigns, managing the Inbox and generating reports.

Inspector

Inspectors can only inspect opportunities in the campaigns they're assigned to. The Inspector role is designed for team members who qualify opportunity lists for outreach. Inspectors can't personalise opportunities.

Personalizer

Personalizers can only personalise opportunities in the campaigns they're assigned to. The Personalizer role is designed for team members who review contacts and fill in and review Custom Fields for each opportunity.

Inspector & Personalizer

The Inspector & Personalizer role combines both sets of privileges. It's designed for team members who qualify opportunity lists and also review contacts and Custom Fields. Inspector & Personalizer Users work in the first two workflow stages of a campaign only.

Assigning Inspector and Personalizer roles to campaigns

The Inspector, Personalizer and Inspector & Personalizer roles are assigned to individual campaigns as collaborators. You can add collaborators when creating a new campaign, or add them to an existing campaign in General Campaign Settings. Admins can also adjust their privileges from the Active Users window (see Managing Privileges and Project Access).

➕ Adding a Team Member

Only Admins can add team members. Before you start, check you have space on your plan on your Billing & Plans page.

Visit the Users page.
Click + Add New User.

Enter your colleague's email address. This doesn't need to be the email they use for outreach; it's usually their main work email. This is where their invite is sent.

Choose their User role. The role sets their level of access.
Click Next and configure their User Privileges and Project Access.

Pitchbox automatically emails an invite link to the address you entered. Your colleague clicks the link, sets up a password and can then sign in to your Pitchbox account. Until they do, they show an Invited badge in your user list. You can resend the invite if their token has expired.

✉️ Tracking and Resending Invites

You can see at a glance who has joined your account. New team members show an Invited badge next to their User role until they sign in for the first time. Once they sign in, the badge disappears on its own.

Resending an invite from the user list

If an invite gets lost in someone's inbox, you can send a fresh one in a click.

Hover over the Invited badge.
Click Resend Invite.

Resending an invite from the Edit User screen

You can also click Edit next to the team member and use Resend Invite on the Edit User screen.

💡 Tip: If the invite still doesn't arrive, ask your colleague to check their spam or junk folder, and double-check the email address on the Edit User screen.

🔑 Resetting a User's Password

If a teammate is locked out, you can email them a reset link without knowing their old password. Admins have two options on the Edit User screen: Send Reset Password Link and Change Password.

Sending a reset password link

Click Edit next to the team member.
Click Send Reset Password Link.

Pitchbox emails a reset link to the team member's email address. It's exactly the same email they'd get by clicking Forgot Password on the sign-in page. They follow the link to choose a new password.

Changing a password directly

The Change Password option is still on the Edit User screen, next to Send Reset Password Link. Use it if you'd rather set a new password for the team member yourself.

⚠️ Reset links aren't available for Users who sign in with SSO only. Their password is managed by your SSO provider, so ask them to reset it there.

⚙️ Managing Privileges and Project Access

Admins decide what each team member can do and which projects they can see. Admins automatically have access to every project; every other role needs Project Access.

Changing a team member's privileges

Privileges can be set for the User, Inspector, Personalizer and Inspector & Personalizer roles.

Giving Project Access

Users, Inspectors, Personalizers and Inspector & Personalizer Users must be given Project Access before they can work in a project. Admins don't need it, as they can already access every project.

Inspectors, Personalizers and Inspector & Personalizer Users also need to be added to each campaign as collaborators.

Email Account access

Which team members can send from each Email Account is controlled separately, in the Email Account settings.

📊 Checking Your User Limits

Your plan sets how many Users and Email Accounts you can have. You can check both limits on the Billing & Plans page.

Need more room for your team? Contact our support team (details at the bottom of this page) to increase your plan limits.

❓ Frequently Asked Questions

Who can add team members?

Only Admins can add team members, change privileges and give Project Access.

Can I have more than one Admin?

Yes. You can have multiple Admins, depending on how your team is structured.

Does the invite need to go to the email address used for outreach?

No. Use your colleague's main work email; this is where the invite is sent. Outreach is sent from Email Accounts, which are added separately.

Why does a team member still show the Invited badge?

The badge stays until they sign in for the first time. If they can't find the invite, use Resend Invite from the user list or the Edit User screen.

Do I need to know a team member's password to reset it?

No. Send Reset Password Link on the Edit User screen emails them the same reset link they'd get from Forgot Password.

Why can't I send a reset link to a team member?

Reset links aren't available for Users who sign in with SSO only.

Why can't a team member see a project?

Users, Inspectors, Personalizers and Inspector & Personalizer Users only see projects they've been given Project Access to. Inspectors and Personalizers also need to be added to the campaign as collaborators.

💬 Need more help? Email pitchbox@support.com or use the live chat and our team will be happy to help.