Managing Team Members in ReviewCatalyst

ReviewCatalyst allows you to add team members to your account so multiple people can collaborate on managing your business reviews, responding to feedback, and tracking reputation metrics. In this guide, we’ll walk through how to invite team members, assign roles with specific permissions, and manage your team effectively.

Why Add Team Members?

Adding team members to ReviewCatalyst enables:

Shared responsibility — Multiple people can monitor and respond to reviews
Role-based access — Control what each team member can see and do
Scalability — Manage multiple locations with dedicated team members
Audit trail — Track who made changes to your reviews and settings
Workflow efficiency — Distribute tasks like responding to reviews or managing campaigns

Common team structures include:

Owner + Marketing Manager
Owner + Customer Service Rep
Manager + Multiple Staff Members
Agency + Multiple Client Teams

Understanding Roles

ReviewCatalyst offers several role options, each with different permission levels. Choose the right role based on what your team member needs to do.

Default Role

Permissions: Full access to manage displays, collect reviews, and request reviews

Best for: Team leads, managers, and anyone who needs broad access to run reviews campaigns and monitor reputation.

Can:

✅ View all reviews
✅ Respond to reviews (Auto Respond, manual replies)
✅ Create and manage review request campaigns
✅ Configure review collection widgets
✅ View reports and analytics
✅ Invite team members
✅ Manage organization settings

Cannot:

❌ Access billing or subscription settings
❌ Delete organization
❌ Change payment methods

Reviews Role

Permissions: Can only manage reviews (view, respond, analyze)

Best for: Customer service representatives, support team members, or anyone focused on review management without campaign or settings access.

Can:

✅ View all reviews
✅ Respond to reviews and write replies
✅ Filter and search reviews
✅ View review analytics and sentiment
✅ Export review data

Cannot:

❌ Create campaigns
❌ Change display settings
❌ Invite team members
❌ Access organization settings
❌ View billing information

Collect Role

Permissions: Can only manage and display reviews; cannot respond

Best for: Front-desk staff, in-store employees, or those who manage review collection widgets without handling responses.

Can:

✅ View reviews
✅ Manage review displays and widgets
✅ Collect reviews via forms and invitations
✅ Configure display settings

Cannot:

❌ Respond to reviews
❌ Create campaigns
❌ Invite team members
❌ View detailed analytics

Display Role

Permissions: Can only view and display reviews; read-only access

Best for: Staff members who need to see reviews but not make changes, or for auditing/monitoring purposes.

Can:

✅ View reviews
✅ See review displays and widgets
✅ View basic metrics

Cannot:

❌ Respond to reviews
❌ Create campaigns
❌ Make any changes
❌ Invite team members

Administrator Role

Permissions: Full administrative access to organization settings

Best for: Business owners, franchise managers, or senior staff who need complete control including team management and organization configuration.

Can:

✅ Do everything Default role can do
✅ Manage team members (add, remove, change roles)
✅ Configure advanced organization settings
✅ Set up API & webhooks
✅ Manage SMS/messaging settings
✅ Create multiple organizations
✅ Perform all administrative functions

Cannot:

❌ Access billing (handled by account owner)

Custom Role

Permissions: Set up custom permissions for specific needs

Best for: Creating specialized roles that don’t fit the standard options, or managing complex permission structures.

Can:

✅ Mix and match permissions from other roles
✅ Create role-specific access levels
✅ Define exactly what this member can access

Use case example:
A team member who can respond to reviews AND create campaigns, but cannot access settings.

Step-by-Step: Inviting a Team Member

Step 1: Navigate to Team Members

Click Settings in the left sidebar
Scroll down and click Organizations
Find your organization and click the Members button

You’ll see the “Team Members” page with your current team and an “Invite New Member” section.

Step 2: Enter Their Email Address

In the “Invite New Member” section, enter the email address of the person you want to add
Use the exact email they use for their account (or will use to create one)

Note: If they don’t have a ReviewCatalyst account yet, they’ll receive an invitation email with instructions to set up their account.

Step 3: Select Their Role

Choose the appropriate role based on what they need to do:

Default — Full access to manage reviews and campaigns
Reviews — Can respond to reviews only
Collect — Can manage display and collection only
Display — View-only access to reviews
Administrator — Full admin access including team management
Custom — Create a custom permission set

Role Selection Tips:

Start with the most restrictive role that still allows them to do their job
You can change roles anytime after they join
For multiple team members, consider creating a custom role to streamline permissions

Step 4: Send the Invitation

Click Send Invitation
They’ll receive an email invitation at the address you provided
They’ll have a link to either:
- Log in if they already have a ReviewCatalyst account
- Create a new account if they’re new to ReviewCatalyst

Step 5: They Accept the Invitation

The invitee will:

Check their email for the invitation
Click the invitation link
Be added to your organization with their assigned role

**They’re now part of your team!
**

Managing Your Team

Viewing Team Members

Go to Settings → Organizations → [Your Org] → Members to see:

All current team members
Their assigned roles
How many member slots you’re using

Changing a Team Member’s Role

Go to Settings → Organizations → Members
Find the team member in the list
Click the Edit button next to their name
Select their new role from the options
Click Save

Role changes take effect immediately.

Removing a Team Member

Go to Settings → Organizations → Members
Find the team member you want to remove
Click the Delete button
Confirm the removal

Important: When you remove a member, they lose access to your ReviewCatalyst account immediately. Any campaigns or settings they were working on remain in the system, but they can no longer make changes.

Member Usage & Subscription Slots

Your ReviewCatalyst subscription includes a certain number of team member slots depending on your plan:

Starter Plan — 1 member (you)
Professional Plan — Up to 3 members
Enterprise Plan — Up to 5 members

Current Usage: Check your Member Usage display at the top right of the Team Members page to see how many slots you’re using.

Need more members?
Upgrade your plan or contact support at support@reviewcatalyst.net.

Best Practices for Team Management

1. Use the Right Role for Each Person

Don’t give everyone Administrator access. Match roles to job responsibilities:

Customer service rep → Reviews role
Marketing manager → Default role
Front desk staff → Collect role
Business owner → Administrator role

2. Start Restrictive, Expand as Needed

It’s easier to add permissions later than to restrict access after giving too much. Start with a conservative role and upgrade if needed.

3. Regularly Review Your Team

Monthly: Check who’s actually using their access
Quarterly: Review if anyone needs role changes
When they leave: Remove their access immediately

4. Use Custom Roles for Complex Teams

If you have multiple teams or departments, create custom roles to standardize permissions rather than giving individual access levels.

5. Document Responsibilities

Keep a simple list of:

Who manages what (which locations, campaigns, etc.)
What each person’s role is
Contact info for each team member

This helps with onboarding and troubleshooting.

Common Team Setups

Small Business (1-2 locations)

Owner/Manager — Administrator role
Customer Service Rep — Reviews role

This person can respond to reviews and help manage the reputation, while the owner handles overall settings.

Growing Business (3+ locations)

Owner — Administrator role
Marketing Manager — Default role (manages campaigns and displays)
Customer Service Manager — Reviews role (manages responses)
Support Staff (multiple people) — Reviews role (helps respond to reviews)

Multi-Location Franchise

Franchisee — Administrator role (manages their location)
Local Manager — Default role (day-to-day operations)
Staff Members — Collect role (manages in-store review collection)

You can also create multiple organizations (one per franchisee) and use separate teams for each.

Agency/Reseller

Agency Owner — Administrator role
Account Manager — Default role (per client or per region)
Response Team — Reviews role (shared across clients)

Troubleshooting

I sent an invitation but they didn’t receive it

Solution:

Check their spam/junk folder
Ask them to verify the email address you used
Try resending the invitation
If they have an existing ReviewCatalyst account, they may need to log in instead of creating a new one

I want to change someone’s role but I can’t find the edit button

Solution:

Make sure you’re logged in as an Administrator
Only Administrators can manage roles
Refresh the page and try again
Contact support if the button still doesn’t appear

A team member can’t see something they should have access to

Solution:

Verify their role has the right permissions
Ask them to log out and log back in (sometimes access takes a moment to update)
Check if they’re looking at the right organization (some accounts have multiple orgs)
Change their role to a broader one temporarily to test access

I accidentally removed someone and need to add them back

Solution:

Simply send them a new invitation
They can accept it and regain access
Their old data and history remains in the system

Security & Permissions

Important Security Notes:

Unique emails: Each team member needs a unique ReviewCatalyst account (you can’t share login credentials)
Change passwords regularly: Encourage team members to update passwords periodically
Remove access promptly: When someone leaves, remove their access immediately
Admin access carefully: Only give Administrator role to trusted managers
Audit trail: All actions by team members are logged; you can see who made changes

ReviewCatalyst takes data security seriously. All team member access is logged and can be reviewed if needed.

Frequently Asked Questions

Q: Can I have unlimited team members?

A: It depends on your plan. Our plans have limited member slots on each tier. Contact support to check your current limit or for information on a custom upgrade.

Q: Can I change someone’s role without removing them?

A: Yes! You can change roles anytime. Just click Edit next to their name and select a new role. Changes take effect immediately.

Q: What happens if I remove a team member?

A: They lose access to your ReviewCatalyst account immediately. Any data they created (reviews, campaigns, etc.) remains in the system, but they can no longer view or edit it. If you add them back later, they’ll regain access.

Q: Can I create custom roles?

A: Yes! Select the “Custom” option when inviting a team member and set up the specific permissions you need.

Q: Can team members see each other’s activity?

A: All team members with sufficient permissions can see the same reviews, reports, and data. They can see that a response was made, but not necessarily by whom (depending on role). For detailed activity tracking, contact support.

Q: Is there a limit to how many organizations I can create?

A: This depends on your plan. Some plans allow a single organization, while others allow multiple. Contact support to learn about your specific limits.

Q: Can I manage multiple clients as an agency?

A: Yes! You can create separate organizations for each client and invite different team members to each one. This keeps client data separate while allowing you to manage everything from one account.

Next Steps

Once your team is set up:

Share onboarding resources — Send team members links to relevant help articles
Set clear expectations — Define who manages what and when
Schedule training — Show new team members how to respond to reviews and use key features
Monitor activity — Check in regularly to see who’s actively using the platform
Adjust as needed — Change roles or responsibilities as your business grows

Need Help?

Questions about roles? Contact support@reviewcatalyst.net
Having access issues? Check your email for the invitation link, or ask your Administrator to resend it
Want to upgrade your member limit? Contact our sales team or check your subscription settings

ReviewCatalyst is designed for teams. Don’t hesitate to reach out if you need help setting up the perfect team structure for your business.