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 permissions, change their status, and remove them when needed.
What you need to manage Members
Only Workspace administrators can invite and manage members; regular 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.
- Open "Settings" from the navigation menu
- Select "Member Settings"
In the list, you can search by name or email address and sort by each column. You can also see each member's role and status at a glance.
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.
- On the member settings screen, click "Create Member"
- Enter the email address of the member you want to invite
- Enter their "Name"
- Choose their "Language"
- Choose the role: "Administrator" or Regular Member
- For a regular member, set the permissions for each feature (they take effect once the person finishes registering)
- 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.
Types of roles
Each member is assigned one of two roles: Administrator or Regular Member. The role determines which features and settings the member can use.
| Role | What they can do |
|---|---|
| Administrator | Can use all features and settings. Can also invite and remove members and change roles and permissions |
| Regular Member | Can use only the features an administrator has allowed. Permissions are set individually for each feature |
Setting permissions for each feature
For regular members, you decide individually whether to allow each feature; administrators are automatically granted all features.
Each permission is grouped by feature area. On the settings screen for a regular member, turn on "Allow" for the features you want to permit.
| Area | Permission | What it allows |
|---|---|---|
| Account features | Use LINE Official Account | View and change LINE Official Account settings |
| Account features | Friends | View the friends list, add tags, and edit friend fields. QR codes and account settings still require the LINE Official Accounts permission |
| Automation features | Use Workflows | Create, edit, and run Workflows |
| Automation features | Use Auto Send Messages | Create and edit Auto Send Messages |
| Message Broadcast features | Use Message Broadcast | Create and send Message Broadcasts |
| Message Broadcast features | Use broadcast templates | Create and manage broadcast templates |
| Message Broadcast features | Use Rich Message | Create and edit Rich Messages |
| Message Broadcast features | Use Rich Video Message | Create and edit Rich Video Messages |
| Message Broadcast features | Use Card Type Message | Create and edit Card Type Messages |
| Message Broadcast features | Use files | Upload and send files |
| Chat features | Use Chat | Use Chat. You can choose a scope of "All" or Restricted |
| Chat features | Tag Usage | Create and manage the tags used in Chat |
| Chat features | Use Canned Responses | Create and manage Canned Responses |
| Data management features | Use Knowledge Base | View and manage the Knowledge Base |
| Analytics features | Use LINE Analytics | View LINE Analytics data |
| Administrator menu | Access the admin menu | Access the menus in the admin screen |
| Other settings | Use the mobile app | Use the mobile app |
| Other settings | Data export (CSV download) | Download data such as friends, broadcast results, and reports as CSV files |
If you set the Chat scope to Restricted, you can specify individually which LINE Official Accounts the member is allowed to handle.
Regardless of these permissions, only administrators can change Workspace Settings (such as the Workspace name, API key, and tracking). Regular members can review the settings but cannot save changes.
What the "Tag Usage" permission allows
The "Tag Usage" permission under per-feature permissions allows the member to add and remove tags on friends 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.
| Type | Purpose |
|---|---|
| Tag | Attached to individual friends to group them by attributes or interests |
| Segment | A grouping that narrows down broadcast recipients by conditions |
Changing a Member's settings
You can change an existing member's role, permissions, and status at any time.
- Select the target member from the member list
- Change the items you need to update
- Click "Save Member"
Items you can change
| Item | Description |
|---|---|
| Role | Can be changed to Administrator or Regular Member |
| Permissions | For a regular member, you can change the permissions for each feature |
| Status | Can be switched to "Active" or "Suspended". Suspending a member blocks access to the Workspace, but the member's data is retained |
Changing the status of 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 four bulk actions:
| Action | Description |
|---|---|
| "Change to active" | Sets the selected members to active |
| "Change to suspended" | Sets the selected members to suspended |
| "Send password setup email" | Sends a password setup email to active or suspended members (it can't be sent to invited members) |
| "Send invitation email" | Sends the invitation email to members who haven't been sent one yet, and resends it to members already invited |
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 some sends fail, a toast such as "Failed to send 2 of 5" lets you know.
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).
| Action | Description |
|---|---|
| Resend invitation email | For invitations already sent, use "Resend invitation" on the row to send the invitation again. This also resets the expiration date |
| Send invitation email | For Members marked "Invitation not sent", use "Send invitation email" on the row. When "Some members haven't been sent their invitation email yet" appears above the list, use "Send invitation emails to unsent members" to send them all at once |
| Cancel invitation | Use "Cancel invitation" for an invited member to cancel it. Once cancelled, the invitation link already sent stops working |
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 "Expired"; resend the invitation email. If you got the address wrong, or you want to call the invitation off altogether, cancel the invitation.
Removing a Member
You can remove members you no longer need from the Workspace. Removing a member permanently erases that member's data, and the action cannot be undone.
- Select the target member from the member list
- Click "Remove"
- Confirm the removal on the confirmation screen
You can't remove yourself. If you want to remove your own account, ask another administrator to do it. If you only want to temporarily stop access, consider setting the status to "Suspended" instead of removing the member.
When things don't work
Common problems with member management and how to resolve them are listed below.
| Situation | What to do |
|---|---|
| Cannot create a member | Check that you are an administrator. Regular members can't invite members |
| Invitation email doesn't arrive | Check that the email address is correct. Also check the spam folder |
| Cannot accept the invitation | The invitation may have expired (7 days). Resend the invitation email |
| Cannot change a role or permissions | You can't change your own role. Ask another administrator to do it |
| Cannot change an administrator to a regular member or suspend them | A Workspace needs at least one administrator. The last administrator can't be changed to a regular member or suspended. Make another member an administrator first |
| Cannot remove a member | You can't remove yourself. Ask another administrator to do it |