Inviting Members and Managing Permissions

To use Lumo as a team, you invite members to your Workspace and assign each of them the permissions that fit their role. From there you can invite new members, set roles and permission templates, set permissions for each feature, and change a member's status or delete them.

What you need to manage Members

Only Workspace administrators can invite and manage members; general members can't invite members or change permissions.

• You are signed in to Lumo
• You are a Workspace administrator

If you don't have administrator privileges, ask another administrator in your Workspace to make the changes for you.

Opening the Member Settings screen

The member settings screen lets you view the list of members, send invitations, and set roles and permissions all in one place.

1. Open "Settings" from the navigation menu
2. Select "Member Settings"

In the list, you can search by name or email address and sort by each column. Alongside each member's role and status, you'll also see these columns.

Inviting a Member

You invite a new member by specifying their email address. The invited person receives an invitation email, and once they finish registering they can start using the Workspace.

1. On the member settings screen, click "Create member"
2. Enter the email address of the member you want to invite
3. Enter their "Name"
4. Choose their "Language"
5. Choose the role: "Administrator" or "General member"
6. For a general member, choose a "Permission template". "Marketer" is selected to start with
7. If you want something different from the template, adjust it under "Available features"
8. Click "Save member"

"Name" becomes the starting value for the person's profile name, and they can change it later themselves. "Language" is used for the language of the invitation email, so pick one the person can read when you invite a member at an overseas office.

An invitation email is sent to the address you entered. Invitations are valid for 7 days from the day they are sent. If an invitation expires, resend the invitation email. The permissions you set take effect once the person finishes registering.

Types of roles

Each member is assigned one of two roles: Administrator or General member. The role determines which features and settings the member can use.

Setting permissions in one go with a permission template

A permission template is a named set of per-feature permissions. Choosing a template for a general member sets all of them at once, which is useful when several members in the same job need the same permissions.

Four standard templates are available from the start.

A member with a template shows "Linked to template". When you edit the template, the permissions of every linked member change with it.

If you change a feature's permission by hand after choosing a template, the member becomes "Custom". Edits to the template no longer apply to a custom member. To bring them back in line with the original template, click "Revert to template".

Administrators don't take a permission template; they can use every feature.

Setting permissions for each feature

For a general member, you set how far they can go in each feature, as a level. You do this under "Available features" on the member's edit screen and on the invitation screen.

The levels widen in this order. Choosing a higher level includes the ones below it.

Features are split into tabs that follow the navigation menu. The levels you can choose for each feature are as follows.

A feature with every box cleared doesn't appear in that member's menu. Turning off the switch at the top of a tab (for example, "Show "Accounts" in the menu") takes away every feature in that tab at once.

In the Inbox, "Edit" covers changing the assignee and writing internal comments. Sending messages to friends needs "Reply".

Items on the "Other" tab

The "Other" tab holds items that cut across features, each turned on or off.

Regardless of these permissions, only administrators can change LINE Official Account settings (such as the connection and Webhook) and Workspace Settings (such as the Workspace name, API key, and tracking).

What the "Tags" permission allows

The "Tags" permission allows the member to create and manage the tags attached to friends, and to add and remove tags from the Chat screen. Tags are labels attached to friends, and a tag applied in Chat is treated as the same tag in the friend list and in Segment conditions.

Deciding what a Member can handle in Chat

For a general member who uses Chat, you can set which LINE Official Accounts they handle and which conversations they can see. You set this on the "Chat" tab under "Available features". It can't be set for a member without the Inbox permission.

For a member set to "Only conversations assigned to them", conversations and friends not assigned to them don't appear in the Inbox, the friend list, search, or notifications. When they are unassigned from a conversation, it disappears on the next load.

Friends shown on other screens, such as Segment members or broadcast recipients, follow the permission for that feature. If you want a member limited to their own conversations, review their permissions for the other features as well.

Creating and editing permission templates

Besides the four standard ones, you can create permission templates of your own for the Workspace. You manage templates from "Permission templates" on the member settings screen.

Creating a template

You create a template by giving it a name and choosing the features it allows.

1. On the member settings screen, click "Permission templates"
2. Click "Create template"
3. Enter the "Template name" and "Description"
4. Under "Available features", set the level for each feature
5. Click "Save"

To start from an existing template, choose "Duplicate" from the row's menu in the list. Standard templates can't be edited, so duplicate one when you want to change its content.

Editing a template

When you edit a template, the permissions of every member linked to it change right away. When you save a template that members are linked to, a dialog asks you to confirm how many members are affected.

The "Linked members" column in the list shows how many members are linked to each template.

Deleting a template

When you delete a template that members are linked to, you choose what happens to their permissions.

Changing a Member's settings

You can change an existing member's role, permissions, and status at any time.

1. Select the target member from the member list
2. Change the items you need to update
3. Click "Save member"

Items you can change

The edit screen also has a "Test recipients" section. An administrator can register a test recipient for that member per LINE Official Account, or remove one. The conditions for registering and how the registered recipients are used are covered in Registering and using test recipients.

Acting on multiple Members at once

Use the checkboxes in the member list to select multiple members, and you can act on them all at once. This is handy when you want to organize many members in one go. There are five bulk actions:

If only excluded members are selected, a toast explains why (for example, "No members can be updated (invited members and members already in the selected state are excluded)"). If only some of them fail, a toast tells you how many.

Managing pending Members

Members who have not yet finished registering appear as "Invited" in the list. Members whose invitation email hasn't been sent yet appear as "Invitation not sent" (such as Members migrated from CONNECT).

For invitations already sent, the list shows the expiration date ("Valid until ..."). Invitations are valid for 7 days from the day they are sent. Once the date passes, the list shows "Invitation expired"; resend the invitation email. If you got the address wrong, or you want to call the invitation off altogether, cancel the invitation.

Stopping a Member's access or deleting them

When someone leaves or moves on, there are two ways to stop their access: suspending them or deleting them. Either way, the member can no longer access the Workspace, and the conversations assigned to them and the data they created stay where they are.

Suspending a Member

Suspend a member when the stop is temporary, or when they may come back later.

1. Select the target member from the member list
2. Switch the status to "Suspended"
3. Click "Save member"

Use the checkboxes in the member list and "Change to suspended" to switch several members at once. When you want someone back, follow the same steps to set them to "Active".

Deleting a Member

Delete a member when you want them gone from the member list. You can delete both active and suspended members.

1. In the member list, open the menu on the member's row
2. Choose "Delete member"
3. In the confirmation dialog, click "Delete"

Conversations assigned to a deleted member stay assigned to them. In the Inbox, choose the member, shown as "Name (deleted)", in the "Assignee" filter to find those conversations, and reassign them as needed. The member is also no longer counted among the members linked to a permission template.

If you invite a deleted member again, they come back as the same member once they finish registering. Their role and permissions are the ones you set on the new invitation.

You can't delete yourself. When there is only one administrator, that administrator can't be deleted either.

When things don't work

Common problems with member management and how to resolve them are listed below.