Team admin guide

Use this guide if you own or help manage a Babbily team workspace.

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Team roles

Team members may see plan and usage information, but subscription changes and owner-level billing actions belong to the team owner.

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Work across multiple workspaces

Every account has a Personal workspace. Accepted team memberships add team workspaces to the account menu, which opens when you select your name at the bottom of the sidebar. The menu lists Personal first, then each team with its plan under the name, and puts a check mark next to the active workspace. Chats, Library items, and memory stay with the workspace where they were created. Teach members to open the account menu and check the active workspace before starting work, because existing chats cannot be moved by switching workspaces.

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Create a team

If you already have an individual plan, it can remain active for your Personal workspace. Team billing is managed separately.

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Invite members

Owners can invite one or more teammates by email from Settings > Team. If a teammate already has a Babbily account, they may be added to the team directly without an invitation email. After an invitation is sent:

• Pending invitations can be reviewed under Pending Invitations in team settings.
• Invitations don’t expire. An invitation stays pending until you cancel it or the invitee declines it.
• Invitees join after accepting the invitation. If they open the link while signed out, Babbily asks them to enter the email address the invitation was sent to. This helps make sure an invitation link only signs in the person it was sent to.
• Accepted members receive access to the team plan and team API usage budget.
• Pending invitations do not receive team access or usage until accepted, but can count toward billed seats until accepted, declined, or canceled.

Tell invitees to accept with the email address you invited. If they try to accept while signed in with a different account, Babbily says “This invitation was sent to a different email address.”

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Manage members and invitations

Use Settings > Team to review accepted members and pending invitations. Open a pending invitation’s actions to:

• Choose Resend to email the same invitation again. Resend works only for pending invitations.
• Choose Cancel Invitation to withdraw an invitation you no longer need.

Cancel invitations sent to the wrong address or no longer needed, since pending invitations don’t expire on their own. Removed seats and canceled invitations reconcile on your next invoice. Accepting an invitation doesn’t cancel a seat that a member already has. If a member reopens an invitation they already accepted, Babbily shows “You have joined the team!” and nothing changes.

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Manage team sharing

Team-workspace authors can share supported chats and saved media with specific members or everyone in the team. Recipients see these items under Shared with you in Library, and shared chats are read-only. Membership is checked when the recipient opens the share. Removing a member therefore ends access to membership-gated team shares without changing public share links.

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Govern Shared team memory

The team owner controls Shared team memory from Settings > Team. All members can see whether it is Enabled or Disabled. Before enabling it:

• Decide what team context is appropriate to reuse.
• Tell members that useful facts from team-workspace chats can become available to the whole team.
• Keep confidential information that is not approved for team-wide use out of team chats.
• Establish who should review and delete outdated shared entries.

When enabled, authors and the owner can delete eligible shared entries. Turning it off stops new additions but does not share or change anyone’s personal Memory Profile.

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Billing and plan changes

Team owners manage billing from Settings > Billing. Switch to the team workspace you own before changing that team’s plan. Team members should ask the owner to make plan changes, update billing, or troubleshoot missing subscription controls. If an individual plan and team plan coexist, manage each in its own plan context. Joining or creating a team does not automatically cancel the individual subscription. If a recent billing change is not visible yet, refresh settings and check again after a short wait. If a team plan becomes inactive, Babbily marks the workspace Plan inactive — read-only. Restore the team subscription before expecting members to create new work there.

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Team API usage budget

Team seats are billed separately from usage availability. Accepted team members receive the team plan’s included API usage budget and follow the team plan reset timing. If a team workspace runs out of included usage:

• Team members should contact the team owner.
• Team owners can review usage from billing and usage surfaces.
• Team owners can upgrade when the plan supports it.

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Troubleshooting team controls

If a team control is missing:

• Confirm whether you are the team owner.
• Confirm you are in the intended team workspace.
• Confirm the invitation was accepted.
• Refresh Settings > Team and Settings > Billing.
• Ask the team owner to manage billing or subscription changes.
• If an invitee can’t accept, share team invitation problems with them.
• Contact support if the expected control still does not appear.