Users and roles

Add teammates to your Nimbata account and control exactly which projects and features each person can access. Organization roles control access across the account; project roles control it one project at a time.

Add users

1. Go to Users

   Go to Account› › Users: click your user avatar in the top-right corner and select Users.

2. Open the invite form

   Click Invite user in the upper-right corner of the screen.

   Users

   Invite user1

   Search

   Email	Name	Role	Projects
   sam@harborpine.example	Sam Rivera	Owner	2
   jordan@harborpine.example	Jordan Lee	Admin	2
   casey@harborpine.example	No name set	Viewer	1

3. Fill in the user details and set permissions

   Under User Details:

   • Enter the user’s Email Address. This will be their username. They receive an invitation email with an Accept invitation link, where they set their own password (the link expires, and you can resend it).
   • Enter their Full Name.
   • Optionally, enter their Phone Number with country prefix.

   Under Options (Optional):

   • Check Add phone number as call tracking destinations to add the user’s phone number as a forwarding destination.

   Under User Roles:

   • Under Organization (access across the entire organization), click Add Role (1) to grant an organization role.
   • Under Projects, click Manage Roles (2) to grant the user a role in one or more projects.
   • The roles you can grant are your account’s organization roles and project roles: see Organization roles and Project roles.

   A new account has one organization role, Admin, and two project roles, Project Admin and Analytics Only. You can add your own roles of each kind.

4. Save the new user

   • Click Send Invitation at the bottom-right of the form.
   • This will invite your user to join the account.

   Invite user

   Invite a new team member to your organization

   User DetailsBasic information for the new user

   Email Address

   jordan@harborpine.example

   Full Name

   Jordan Lee

   Phone Number

   Phone (Optional)

   OptionsAdditional settings for this user

   Add phone number as call tracking destinationsThe user’s phone number will be added as a forwarding destination

   User Roles

   Assign roles to define what this user can access and do

   OrganizationAccess across the entire organization

   Add Role1

   Admin

   ProjectsRoles scoped to individual projects

   Manage Roles2

   No project roles assigned

   CancelSend Invitation3

🎉 The user has been created. They will receive an invitation email to accept the invitation and set their password.

Detailed guide: Organization roles
Detailed guide: Project roles
Detailed guide: Remove a user

Edit a user

You can edit a user account’s general and security information.

1. Open Users

   • Click your user avatar in the top-right corner.
   • Select Users, which opens Account› › Users.

2. Open the user

   • Click the email of the user you want to edit.

3. Make your changes

   In the General section you can update the user’s Name and Phone (the Email cannot be changed). In the Roles section you set their access rights and project access: the organization roles under Organization, and the roles in each project under Projects. Changes save as you make them.

   Edit User

   General

   Your personal information

   Email

   jordan@harborpine.example

   Name

   Jordan Lee

   Phone

   (415) 555-0125

   Roles

   Manage your roles within the organization and projects

   OrganizationAccess across the entire organization

   Add Role

   Admin

   ProjectsRoles scoped to individual projects

   Manage Roles

   Harbor & Pine Plumbing

   Project Admin

   Harbor & Pine Drain Cleaning

   Analytics Only

   In the Security section you can turn off the user’s authenticator app (two-factor authentication), turn on or off the email verification code they confirm password sign-ins with, resend their invitation while it is pending, or remove the user from the account. A user changes their own password from their own profile.

   Security

   Manage your account security

   Authenticator app

   Not configured for this user.

   Email verification code

   Turn on to confirm password sign-ins with a code sent to this email.

   Invitation pending

   This user hasn’t accepted their invitation yet.

   Resend

   Remove User

   Remove

🎉 The user’s settings have been updated successfully.

Detailed guide: Add users
Detailed guide: Remove a user

Remove a user

1. Open Users

   • Click your user avatar in the top-right corner.
   • Select Users, which opens Account› › Users.

2. Open the user

   • Click the email of the user you want to delete.

3. Click Remove

   • Scroll to the Security section.
   • Click Remove next to Remove User.

   Remove UserRemove1

4. Confirm deletion

   • Click Remove again in the confirmation pop-up.

   ✕

   Permanently remove casey@harborpine.example?

   Remove1

🎉 The user has been permanently removed from your account.

Detailed guide: Add users
Detailed guide: Edit a user

Organization roles

Organization roles define what users can see and do inside a Nimbata account. They control access to settings, data, and features, so each team member has the right level of visibility and responsibility.

What an organization role can include

When creating an organization role, you can grant or restrict access to any of the following features and settings.

Account: Owner, Email Notifications, Organization, API Access, MCP Access, Manager Accounts, Billing, White Label, Roles, Users
Project: Audit Log & Integration Events, Core, Scheduled Emails, Identities, Media Library, Roles, Users, Verified Numbers, Port-in Requests, Softphone Settings, Dashboards
Tracking: Call Flows, Destinations, Forms, Tracking Code, Tracking Numbers
Workflows: Workflows
Data Tools: Fields, Sources, Spam Callers, Tags
Integrations: Cometly, Criteo, OpenAI Ads, Email, Meta, GoHighLevel, Jobber, monday.com, Google Ads, Google Analytics, Google Sheets, HubSpot, Microsoft Ads, Microsoft Dynamics, Pipedrive, Salesforce, Slack, Webhook, Zapier, Zoho
Activity & Dashboards: Dashboards Views, Calls, Recordings & Transcriptions, Forms, Live, SMS Log
Miscellaneous: Softphone

Most items can be configured with Read, Create, Update, and Delete permissions independently. A few have their own: for example Full access for MCP Access, Share, Configure default dashboard and Import for Dashboards, Read rate and Create high rate for Destinations, and Submit and Cancel for Port-in Requests.

Create an organization role

1. Open Roles

   • Go to Account› › Roles.
   • On the Organization Roles tab, click Add Role.

   Account Roles

   Add Role1

   Organization RolesProject Roles

   Role	Description	Permissions
   Admin	Full access to every setting	42
   Billing Manager	Plans, invoices and payment methods	3

2. Name and create the role

   • Fill in the Role Name and Description fields.
   • Click Create.

   Create organization role✕

   Role Name

   Account Manager

   Description

   Manages users and billing

   Create1

🎉 The role appears in your roles list. You can now open it to configure its permissions.

Edit an organization role

1. Open the role

   • Go to Account› › Roles.
   • Click the role you want to edit.

2. Toggle permissions

   • Pick a category on the left, such as Account.
   • Toggle each permission on or off as needed. Open a permission to tick its Read, Create, Update and Delete actions one by one.
   • Changes save automatically.

   Gray = no permissions. Blue = some permissions. Green = all permissions.

   Account Manager

   Manages users and billing

   Apply Preset2

   • Account
   • Project
   • Tracking
   • Workflows
   • Data Tools
   • Integrations
   • Activity & Dashboards

   API Access

   Billing1

   Manager Accounts

   Organization

   Roles

   Users

   White Label

Detailed guide: Project roles
Detailed guide: Add users

Project roles

Project roles define the permissions a user has within one or more Nimbata projects. The same user can have full access to one project and limited or no access to another. Access is controlled at the project level.

Pre-built project roles

New accounts start with two pre-built roles, Project Admin and Analytics Only, so you don’t need to build from scratch for most cases. Older accounts may also have the Power User, Analytics & Integrations and Analytics & Tagging Only roles in the table below. Those older roles predate some permissions: a dash (–) means the item didn’t exist when they were made, so check the role on the Roles page.

Create a project role

1. Open Project Roles

   • Go to Account› › Roles.
   • Click the Project Roles tab.
   • Click Add Role (1).

   Add Role1

   Organization RolesProject Roles

   Role	Description	Permissions
   Project Admin	Full access to the project	38
   Analytics Only	Reports and dashboards only	6

2. Name and create the role

   • In the Create project role pop-up, fill in the Role Name and Description fields.
   • Click Create.

   Create project role✕

   Role Name

   Call Reviewer

   Description

   Listens to calls and tags them

   Create1

🎉 Your new project role appears in the list. Open it to configure its permissions.

Detailed guide: Organization roles
Detailed guide: Add users