What an admin is, and the three roles
Who this guide is for, and what each role on your team can do.
You are reading this because you hold the Admin role on a Teams plan. This guide covers the work only an admin does: bringing people on, changing roles, moving work, and managing the plan. It does not re-teach writing. For setting up a piece, the editor, reviews, and Review & Approval, point yourself and your teammates to the main unwrite Guide. Members and reviewers never need this admin guide.
The three roles
Everyone on your team holds one of three roles. You set a person's role when you invite them, and you can change it later. Admins and members each use one paid user; a reviewer uses none.
| Role | Writes their own pieces | Uses a paid user | Draws the shared credits | Manages the team | Manages the plan |
|---|---|---|---|---|---|
| Admin | Yes | Yes | Yes | Yes | Only the admin who bought the plan |
| Member | Yes | Yes | Yes | No | No |
| Reviewer | No, reviews and approves only | No | No | No | No |
A reviewer is a review-only user. They open the pieces a teammate sends them, comment, and approve or send back, but they do not create pieces of their own, take a paid user, or spend credits. Reviewers have their own capacity, separate from your paid users, covered in Adding and removing users. How a reviewer works day to day is in the unwrite Guide, Review & Approval.
The admin who bought the plan
One admin bought the Teams plan. That person holds the subscription, and only they can open Manage billing to update the card, view invoices, change the plan, or cancel. Only they can add or remove paid users, because each added user is charged to their card the moment it is added. Any admin can add credits to the shared pool and manage everyone on the team. Making another person an admin, or transferring ownership to them, does not move the billing: it stays with the original purchaser. See Roles, admins, and handing over for exactly what a transfer does and does not move.
Your first session
Name your team and bring people in, from the one-time setup step.
The first time you open the Studio as a new admin, a setup step appears, titled 'Welcome to unwrite Teams.' It has two parts: a short form to name the team and invite people, then a screen that points you to your next move. The whole step is optional. You can skip it and do everything later from Settings, in the Team panel.
Name your team
In the Team name field, type what your team should be called, for example your agency or company name. It can be up to 80 characters. Until you name it, teammates see 'your team' in invites and on the join screen; once you name it, they see 'the [name] team.' Your name is saved when you move on, even if you skip the invites.
Note
You can change the name later: open Settings, then Your team, and click Rename beside the team name.
Invite people now, or later
Under 'Invite your team,' add an email, choose 'as a member,' 'as an admin,' or 'as a reviewer,' and select Invite. Use '+ Add another' for more rows; the readout on the right shows how many users and reviewers you have left. You do not have to invite anyone now. Inviting is covered in full in Inviting people.
- Type a team name in the Team name field (optional, but it makes invites read better).
- Add each teammate's email and pick their role, then select Invite, or leave this for later.
- Select Done. Any email you typed but did not send is sent for you when you finish.
- On the 'You're all set' screen, choose Start your first piece, Go to the Dashboard, or Read the Quick Start Guide.
Adding and removing users
How many people your plan holds, what counts, and how to grow or shrink it.
The Teams plan starts with 3 users and 50 shared credits a month. At the top of the Team panel you will see a line like '2 of 3 users used,' with a breakdown of members and pending invites beside it.
What counts as a user
Admins and members each use one paid user. A pending invite to a member or admin also reserves a user, so an invite you have sent but that has not been accepted still counts against your total. Reviewers do not use a paid user; they have their own separate capacity, described below. Deactivated people do not count.
Add a user
Add a user and Remove a user are offered only to the admin who bought the plan, because the charge lands on their card. Any other admin sees who to ask instead. Select Add a user. We price the change from your payment provider and show the exact prorated amount before you commit. Selecting Confirm and add charges that amount today, prorated for the rest of the current billing period, and raises your plan by one user. Each added user is $40 a month ($400 a year), or 37 euro a month (370 euro a year) on euro accounts, and adds 15 credits to your shared monthly pool. After adding, you can invite whoever fills the spot right away or later.
Remove a user
Removing a user is the mirror of adding one. Select Remove a user, and the change is scheduled for your next renewal. Nothing is charged or refunded today, and you keep all your users and pooled credits until the renewal date. Selecting Schedule removal sets it; before renewal you can undo it with Keep my team size.
Heads up
A scheduled removal lowers the plan size only; it does not offboard anyone. If your team is using more users than the new count when renewal arrives, you will be over your count until someone is offboarded, though everyone keeps working in the meantime. To free a specific person's user, offboard them (see Managing people over time).
Reviewer capacity
Reviewers are counted separately from paid users. Your team can hold 2 reviewers for the first 5 users, plus 2 more for every 5 users after that, so a 3-user team can invite 2 reviewers, and adding users raises the reviewer limit. When you choose 'as a reviewer' in the invite box, a line shows how many reviewers you have used, for example '0 of 2 reviewers used.' Because a reviewer never uses a paid user, you can invite one even when every paid user is taken.
Inviting people
Bringing teammates and reviewers onto your team, and managing invites that are still open.
Invite people from Settings, in the Team panel, under 'Invite a teammate.' Enter an email, choose the role, and select Send invite. You can also invite during the first-run setup step (see Your first session).
Choose a role
The role dropdown offers 'as a member,' 'as an admin,' or 'as a reviewer.' A member writes and draws the shared credits. An admin does the same and can also manage the team. A reviewer only reviews and approves pieces, and uses no paid user. You can change anyone's role later (see Roles, admins, and handing over).
What the invitee gets
Each person gets an email headed You're invited to join the [team name] team on unwrite, with a link that works once and expires in 7 days. The link is locked to the address you invited, so it can only ever sign in that person. What they see when they open it, and the messages they might hit, are in the unwrite Guide, Your first ten minutes.
Pending invites
An invite you have sent but that has not been accepted appears under Pending invites, with the role, a 'not yet joined' note, and how long until it expires, for example 'Expires in 6 days.' Two actions sit on each row. Resend sends a fresh link and restarts the 7-day clock, and the old link stops working. Revoke cancels the invite and frees the user it was holding.
Inviting a reviewer when your users are full
If every paid user is taken, the invite box says your team is full and the email field is disabled for member and admin invites. Switch the role to 'as a reviewer' and the field re-enables: a reviewer takes no paid user, so you can still bring one on to approve pieces. To add another writing user instead, add a user first (see Adding and removing users).
Messages you may see
| If you see | It means |
|---|---|
| Enter a valid email address. | The email is missing or malformed. Check it and try again. |
| That person is already on your team. | They already hold a role on your team, so there is nothing to send. |
| That email already has a pending invite. | A live invite is already out to that address. Resend or revoke it from Pending invites. |
| Your team is full (N users). Free up a user to invite more. | Every paid user is taken. Add a user, offboard someone, or invite the person as a reviewer instead. |
| Your team is at its reviewer limit (N). Remove a reviewer to invite another. | You have used all your reviewer capacity. Add users to raise the limit, or remove a reviewer. |
Roles, admins, and handing over
Promoting and demoting admins, the last-admin rule, and what transferring ownership does.
You change a person's role from their row in the Members roster. Expand the row to reveal the per-member actions.
Make someone an admin, or a member again
On a member's row, select Make admin. They can then manage the team: invite and remove people, change roles, move work, and add credits to the shared pool. You stay an admin too, so a team can have more than one admin. To reverse it, select Make member on an admin's row; they keep their work and their user but can no longer manage the team. On a reviewer's row, Make member gives them a paid user and the full studio, drawing on the shared credits, and what they write from then on is the team's work, like any member's. A reviewer who has pieces or workspaces of their own on unwrite stays a reviewer, so that work never becomes the team's; to give them a paid user, invite them as a member with another email address.
The last-admin rule
A team must always have at least one active admin, the person who can pay for and manage it. So you cannot make the last admin a member, and you cannot deactivate or transfer away from the only admin. If you try, the action is refused. Add or promote another admin first.
Transfer ownership
Transfer ownership hands the admin role to a member and steps you down to a member, in one move. Expand that person's row and select Transfer ownership. You will see this confirmation:
Hand the team over to [name] and step down to a member? They take over managing the team: members, roles, and invites. Billing stays with you: it is your card, so you can still change or cancel the plan from Billing in Settings. They cannot change the plan or add paid users to your card, and adding users waits until an admin makes you an admin again.
After it completes, your Team panel becomes a short notice, because you are now a member and no longer manage the team:
You made another member the team admin and stepped down. You are now a member, so you no longer manage the team. Reopen Settings to see the current team.
What transfer does not move
Heads up
Transfer ownership moves the admin role only. It does not move billing. The person who originally bought the plan stays the billing contact and is still the only one who can open Manage billing to update the card, view invoices, change the plan, or cancel. They are also the only one who can add or remove paid users, and only while they are an admin, so after you hand the team over, no one can add a user until an admin makes you an admin again.
An admin you transferred to gets no Manage billing button. Under Account & Billing they see this line instead:
Your team’s card, invoices, and cancellation are managed by the admin who bought the plan.
To actually change who pays for the plan, contact hello@unwrite.ai.
Credits for the team
How the shared pool is sized, who spends from it, how you add to it, and what happens when it runs low.
On Teams, everyone who writes draws from one shared pool of credits instead of a personal balance. As an admin you own that pool: you decide how big it is, you see how it is being spent, and you are the only one who can add to it. This section is the pool from your side. For what a single piece actually costs (charged once at the first draft, with revisions and Second reads included), see "Pieces, credits, and what things cost" in the main guide.
How big the pool is
Teams includes 50 credits a month, pooled across the team, and 3 users. Each paid user you add above those 3 raises the monthly pool by 15 credits. So a 5-user team pools 80 credits a month, a 6-user team pools 95, and so on. Adding a user in Your team charges a prorated amount today and grows the pool right away; the number in "X of Y plan credits left" moves the moment the user is added.
Who spends from the pool
Admins and members both draw from the shared pool. Reviewers never do: a reviewer joins only to approve pieces, so they spend no credits and cannot add any. A piece is charged once, when it is first drafted; re-drafting it, revising it, and the included Second reads and Continuity reads do not cost more.
Seeing what each person has used
Open Settings, then Your team, and click a member's row to expand it. Under their name you will see a line like "12 credits, 30 generations." Credits is the net credits that person has drawn from the pool (a refunded piece nets back out). Generations is how many times they ran the model. This view is counts only; it never shows a teammate's drafts.
Adding credits (admins only)
When the pool is running short, open Settings, then Account & Billing, and click Add credits. Credits are $5 each, in batches of at least 3 and up to 100 at a time, and they land in the shared pool where the whole team can use them. Purchased credits are separate from the monthly plan pool: they never expire and they do not reset. A member does not see Add credits; only an admin can top up the team.
When a member asks for credits
A member who runs low sees Request more credits in Account & Billing (and a Request credits button on the low-credit bar) instead of Add credits. When they press it, every active admin gets an email, subject [name] is asking for more team credits, with an Add team credits button that opens Account & Billing; any note they typed rides along. If an admin tries the request path, it is refused with As a team admin, use Add credits to top up the team directly.
Low-credit alerts
When the pool falls to a fifth or less of its monthly limit, with some still left, a low-credit bar appears in the Studio and one email goes out per billing period. Admins get an "add credits" nudge; members get an "ask an admin" note that names the admins to ask. Reviewers, who spend nothing, are left alone. The bar and the email use the same threshold, so they never disagree, and a top-up that lifts the pool back above the line clears the bar on its own.
When the pool resets
The monthly plan credits refresh each billing period on your renewal day. The low-credit bar and the billing block name the exact date, for example "resets on March 12, 2026." Purchased credits sit on top of the plan pool and are untouched by the reset.
Plan credits reset each billing period; purchased credits never expire.
Agency plans
A negotiated Agency account carries a fixed monthly pool set at signup that does not scale with user count, and it shows as "Agency" in the plan label. An Agency account can also be granted extra reviewer slots beyond the usual limit. To discuss an Agency plan, email hello@unwrite.ai.
Managing people over time
Move work between teammates, help someone back in, and offboard people cleanly so no work is ever orphaned.
People join, change roles, and leave. Every one of these actions lives in Settings, then Your team: expand a member's row to reach the controls for that person. The controls are ordered so that work is never left behind when someone goes.
Move someone's work to a teammate
Expand the member and click Move work, then pick another active member to receive it. This moves all of that person's live workspaces and pieces to the teammate you choose. The person stays on the team and keeps their spot; nothing is charged, and no writing is changed. If they had shared a workspace into a different team, it is made private first so the move can never hand another team's pieces to the recipient. If the person has since joined or bought another team, Move work is refused, because it would take the work they do for that team too; their work stays with them. A reviewer's row has no Move work: a reviewer's own pieces and workspaces are theirs, not the team's, so they are never moved, and a reviewer who has any cannot be made a member (see Roles, admins, and handing over).
Send a password reset link
When a member is locked out, expand their row, click Reset password, then Send reset link. They get an email with a single-use link that expires in 30 minutes. You never see or set their password, and they stay signed in until they use the link. Redeeming it signs their other sessions out, which is the right thing when they lost a device.
Offboard someone who is leaving
Expand the member, click Deactivate, choose who should receive their work, then click Offboard member. This frees up their user right away. On a Teams account the work belongs to the company, so offboarding hands over all of that person's work, private drafts included, to the teammate you pick. That teammate becomes the owner of those pieces, and of this team's reviews of them: each decision, note and suggested edit moves with the piece. A review still out with that teammate as the reviewer is withdrawn, since nobody reviews their own piece, and a review the person ran on another team stays with them. If your Teams plan has ended, offboarding still frees their user but moves none of their work, so there is no one to pick. The same is true for someone who has since joined or bought another team: offboarding frees their user here, their work stays with them, and the panel tells you so once they are offboarded. In both cases a workspace they shared with your team stays with the team: it moves to you. When their work stays with them, any of their pieces still out for review with your team is withdrawn, so your reviewer no longer has it. A reviewer is offboarded without a recipient whether or not the plan is live: their own pieces and workspaces are theirs, not the team's, so none of it moves.
Heads up
Offboarding hands over the person's private drafts, not just their shared work, so choose the recipient deliberately. You must have another active member to receive the work (offboarding a reviewer needs no one), and you cannot offboard the team's last admin: "You cannot offboard the team's last admin. Make someone else an admin first." You also cannot offboard or remove the person who pays for the plan; their row is marked Pays for the plan. To change who pays, email hello@unwrite.ai.
Bring someone back
A deactivated member shows a Reactivate button. Reactivating them works whenever a paid user is free, unless they have since joined or bought another team; then it is refused until they leave it. A reviewer comes back only while the team is under its reviewer limit. If their work was handed to a teammate at offboarding, it does not come back to them: it belongs to whoever holds it now, and they return as a fresh, empty user. If it stayed with them (the plan had ended, or they were on another team), they still have it. While your Teams plan is off, Reactivate is not offered.
Remove someone for good
Removing a person is only offered once they are already deactivated, so they have already been offboarded. Removing moves no work. On a deactivated row, click Remove, then Remove permanently. This drops them from the roster and cannot be undone. If you try to remove someone who is still active, you will see "Offboard this member first, then remove them."
After someone leaves
A departed member's shared voices and shared setups stay in the team library so nobody's setup breaks. As an admin you can edit or delete any of them to tidy up; see "Governing what the team shares."
Heads up
The account that pays for the plan cannot be deactivated, offboarded, or removed: its row is marked Pays for the plan and offers none of those, because billing is tied to that account. To change who pays, email hello@unwrite.ai. See "Billing."
Deleting accounts
While your plan is live, a member cannot delete their own account: Delete my account tells them an admin manages it. Offboard them first, and then they can. While it is live, the account that bought Teams cannot be deleted from Settings either, and we will not delete it while the team still has other active members: offboard everyone else first, then email hello@unwrite.ai and we close the team with you. Once the plan has ended, these limits no longer apply: anyone on the team, the account that bought it included, can delete their own account from Settings, and their own work is erased with it rather than handed to a teammate. If the account that bought it is deleted then, your other admins keep Your team, so they can still offboard people who leave, and an admin who subscribes to Teams again brings back the same team. When an account is deleted, what it shared with the team stays with the team: its shared voices, saved setups and workspaces pass to one of your admins (if the team has no other admin, they are erased too). Its pieces do not stay, even those filed in a shared workspace: they are erased with the account. Its reviews and comments on teammates' pieces stay on those pieces. So do folders it made in a workspace a teammate shared, and passages it locked on pieces that have since moved to a teammate.
What the team shares, and who controls it
The three things a team shares (workspaces, voices, and setups), who controls each, and how roles shape a review.
A team shares three kinds of thing: client workspaces, voice profiles, and saved setups. Sharing is deliberately split between the person who made a thing and you as admin, so nobody's private work is exposed by accident and nothing important is left unmanaged when a person leaves.
Shared workspaces are owner-only
Only the owner of a workspace can share it or make it private, from Share with the team and Make private in their sidebar. This is true for you too: an admin cannot share a member's private workspace on their behalf. Sharing works at the workspace level, so the folders and pieces filed inside travel with it, and each writer keeps ownership of their own pieces. If you need a departed member's workspaces, use Move work or offboarding (Managing people over time), which hands ownership to a teammate you choose. How sharing looks and works day to day is in the unwrite Guide, Organizing your work.
Heads up
Make private does not delete anything. It un-files teammates' pieces back to their own Your pieces lists and removes their read access; the owner's pieces stay filed and no writing is touched.
The shared voice library
The library holds up to 6 shared voices, shown as N of 6, and any member can add to it until it is full. Your part is governance: as an admin you can edit or delete any shared voice, not only your own; a member manages only the ones they added. Deleting is also how you bring a library that is over its allowance back under it.
Note
If the plan ever drops from Teams to Pro, the shared voice library is not deleted. It freezes read-only, keeping every sample intact, and unlocks again the moment you re-subscribe to Teams.
Shared setups
Up to 50 setups can be shared with the team. Either the author or an admin can edit or delete a shared setup, so you can tidy up after a member has gone; the Team shared setups section of Settings > Saved setups shows Edit and Delete only to admins. Applying a shared setup and copying it into a personal library is a member's side, covered in the unwrite Guide.
Roles decide what a reviewer can do
Any active teammate can be sent a piece to review, whatever their role, and any of them can approve it or send it back. The role you assign decides the tools they get: an admin or member reviews with the full suggesting editor, and their edits come back to the author as suggestions to accept or reject; a review-only Reviewer gets comments and the decision. If someone needs to edit as well as approve, invite them as a member. Every approval carries the same fixed attestation, quoted in full in the unwrite Guide, Review & Approval.
Billing
Where the card, invoices, and plan live, why they are tied to the account that bought Teams, and what downgrading or canceling does.
Everything about money for the team lives in Settings, then Account & Billing. From there an admin can add credits to the pool and open the billing portal that holds the card, invoices, and the plan itself.
Manage billing opens a secure portal
Every admin sees Add credits, and Manage billing is for the account that bought the plan, even after it hands the team to someone else (see below). Add credits tops up the shared pool (see "Credits for the team"). Manage billing opens a secure, hosted billing portal for everything else.
Invoices, payment method, downgrades, and cancellation are handled in the secure billing portal, which opens when you click Manage billing.
Billing is tied to the account that bought Teams
The card, invoices, and cancellation belong to the single account that originally purchased Teams. Only that account can actually open the portal, and it keeps that door even after handing the team to someone else. Any other admin gets no Manage billing button; in its place is this line:
Your team’s card, invoices, and cancellation are managed by the admin who bought the plan.
Transfer ownership does not move billing
Heads up
Transfer hands over the admin role only. The card, invoices, cancellation, and adding or removing paid users stay with the original purchasing account. After a transfer the new owner has no Manage billing button, and no one can add a user until an admin makes the purchaser an admin again. The purchaser keeps Manage billing as a member, so they can still change the card or cancel.
A failed payment
If a charge does not go through, admins see a banner reading "Your last payment didn't go through. Update your card to keep your Teams access," with an Update payment method button that opens the same secure portal. Only admins see this banner, since billing is theirs to manage.
Downgrading or canceling
Downgrading to Pro and canceling are both done inside the secure portal, through Manage billing. Neither one deletes your work: the team, its members, and everyone's own pieces are kept, and re-subscribing recovers the same shared pool rather than starting over.
Heads up
After a downgrade or cancellation, the shared pool stops: teammates fall back to their own Pro or Free plans, the shared voice library freezes read-only, and shared workspaces and setups stop appearing as team surfaces. Nothing is deleted, but shared access stays off until you re-subscribe to Teams. While the plan is off, admins can still offboard people who leave, from Your team, and their work stays with them; a workspace they shared with the team stays with the team. Moving work, adding users, inviting, and role changes wait for the new plan.
Admin checklist and troubleshooting
A short launch checklist for a new team, and a plain-language guide to the messages you may hit.
Use this as a setup pass when you first stand the team up, and as a lookup when the app tells you it cannot do something. Each step points to the section that covers it in full.
Launch checklist
- Name the team in the first-run "Welcome to unwrite Teams" step, in the Team name field. This is covered in "Your first session."
- Buy the users you need with Add a user in Your team, so each teammate has a spot and the pool grows to match. See "Users."
- Invite each person with the right role: as a member, as an admin, or as a reviewer. See "Inviting people."
- Set up the shared voice library and any shared setups the team should start from. See "Governing what the team shares."
- Ask each workspace owner to share their client workspaces with the team. Sharing is owner-only. See "Governing what the team shares."
- Check that the monthly pool covers your expected volume for the month, and top it up if needed. See "Credits for the team."
- Confirm a working card is on file through Manage billing. See "Billing."
On-screen messages and what to do
| Message | What it means | What to do |
|---|---|---|
| Your team is full (N users). Free up a user to invite more. | Every paid user is taken. | Add a user in Your team, or invite the person as a reviewer, who takes no user. |
| Your team is at its reviewer limit (N). Remove a reviewer to invite another. | You have hit the cap of 2 reviewers per 5 users. | Remove a reviewer you no longer need, or add paid users to raise the cap. |
| That person is already on your team. | They already hold a spot. | No action needed; check the roster. |
| That email already has a pending invite. | An invite is still outstanding for that address. | Resend or revoke the pending invite in Your team rather than sending a new one. |
| You cannot offboard the team's last admin. Make someone else an admin first. | You are trying to offboard the only admin. | Make another member an admin, then offboard. |
| Your team must keep at least one admin. Promote someone else first, then change this role. | You are demoting the only admin. | Promote another member to admin, then change this role. |
| This person pays for the team's plan, so they cannot be offboarded. To change who pays, email hello@unwrite.ai. | You tried to offboard or remove the account the plan bills. | Keep them on the team. To move billing to someone else, email hello@unwrite.ai. |
| Offboard this member first, then remove them. | Remove is only allowed after deactivation. | Deactivate the member (offboarding), then remove them. |
| Your team’s card, invoices, and cancellation are managed by the admin who bought the plan. | You are an admin, but not the account that bought Teams, so there is no Manage billing button for you. | Ask the purchasing account (kept on the team) to open Manage billing. See "Billing." |
| This person is on another team now, so they cannot be reactivated here until they leave it. | The person you are reactivating has joined or bought another team. | They leave that team first, or you invite someone else. |
| Your Teams plan has ended, so work cannot be moved while it is off. You can still offboard someone who left; their work stays with them. | Move work is paused while the plan is off. | Offboard the person instead: their work stays with them. |
| This person is on another team now, so their work cannot be moved: a move would take the work they do for that team too. Their work stays with them. | The person you are moving work from has since joined or bought another team. | Nothing to do here: their work stays with them. If they are still active on your team, you can offboard them. |
| This person is a reviewer, so their pieces and workspaces are their own, not your team's, and Move work does not take them. Their work stays with them. | The person you are moving work from is a reviewer. | Nothing to do: a reviewer's own work stays with them. To end their access, offboard them. |
| This reviewer has pieces or workspaces of their own on unwrite, so they stay a reviewer: as a member, that work would become your team's. To give them a paid user, invite them as a member with another email address. | You chose Make member on a reviewer who has work of their own on unwrite. | Keep them as a reviewer, or invite them as a member with another email address. |
| As a team admin, use Add credits to top up the team directly. | An admin used the member-only Request more credits path. | Use Add credits in Account & Billing instead. |
Renaming your team
You set the team name in the first-run "Welcome to unwrite Teams" step, and you can change it any time after: open Settings, then Your team, click Rename beside the team name, type the new name, and click Save. Only an admin sees the Your team panel, so only an admin can rename the team.
Still stuck?
For anything not covered here, email hello@unwrite.ai. Include your team name and, if it helps, the exact message you saw, so we can sort it quickly.