How to Invite Teammates and Collaborate on BusyOcto

BackFebruary 28, 2026

Key Takeaways

BusyOcto supports team collaboration through role-based access with four levels: Owner, Admin, Editor, and Viewer, each with distinct permissions for managing the platform.
The Pro plan offers unlimited team seats at no additional per-user cost, while the Solo plan supports one user and is designed for individual marketers.
Inviting team members is done through the team management settings, where you send email invitations and assign roles before the invitee accepts.
All team members share the organization's token pool, so usage is collaborative and visible to administrators for budgeting purposes.
Campaign workspaces, Boards, and OctoChat conversations can be shared across team members, enabling collaborative strategy development and creative production.

How Do You Invite Team Members to BusyOcto?

Inviting teammates to BusyOcto is a straightforward process that takes less than a minute per person. As the account owner or administrator, you control who has access to your workspace and what they can do within it.

To invite a new team member, navigate to the team management section in your BusyOcto settings. Click the invite button and enter the email address of the person you want to add. Before sending the invitation, select the role you want to assign. The invitee receives an email with a link to join your BusyOcto workspace. If they already have a BusyOcto account, they are added to your organization immediately. If they are new to the platform, the link guides them through account creation and then connects them to your workspace.

You can send multiple invitations at once if you are onboarding an entire team. Each invitation is independent, so team members can accept at their own pace without blocking others. Pending invitations are visible in your team management dashboard so you can track who has accepted and who still needs to join.

For agencies onboarding new clients, the invitation process is the same. Add the client's team members with Viewer roles so they can monitor progress and review reports without accidentally modifying campaign settings or consuming tokens on AI features.

What Are the Four Team Roles in BusyOcto?

BusyOcto uses a four-tier role system that gives you granular control over what each team member can access and modify. Understanding these roles is essential for setting up a workspace that balances collaboration with security.

What Can an Owner Do?

The Owner role has complete control over the BusyOcto workspace. There is one Owner per organization, typically the person who created the account. Owners can manage billing and subscription settings, invite and remove team members, assign and change roles for all members, access all domains and workspaces, use all AI features (OctoChat, creative generation, reports), manage integrations and connected accounts, create and execute campaigns, and delete organization data.

The Owner role cannot be transferred through the standard interface. If ownership needs to change, contact BusyOcto support for assistance with the transfer process.

What Can an Admin Do?

Admins have nearly the same capabilities as the Owner, with the exception of billing management and the ability to remove the Owner. Admins can invite and remove team members (except the Owner), assign roles to new and existing members, access all domains and workspaces, use all AI features, manage integrations, create and execute campaigns, and configure notification and reporting settings.

The Admin role is ideal for agency directors, team leads, or senior marketers who need to manage the workspace and team without having billing responsibility. You can have multiple Admins in a single organization.

What Can an Editor Do?

Editors are the primary working role in BusyOcto. They can use all AI features including OctoChat, creative generation, and report generation. They can create and manage campaigns, save and organize ideas within campaign workspaces, add content to Boards, configure their own notification preferences, and collaborate on Campaign Chat conversations.

Editors cannot invite or remove team members, change roles, manage billing, or configure organization-level settings. This makes Editor the appropriate role for account managers, strategists, designers, and other team members who need to actively work within the platform but should not have administrative control.

What Can a Viewer Do?

Viewers have read-only access to the BusyOcto workspace. They can browse competitor intelligence dashboards, view ad performance metrics and reports, review campaign workspaces and saved ideas, browse Boards and saved competitor content, and view team activity and OctoChat conversation history.

Viewers cannot use AI features (no OctoChat messages, no creative generation, no report generation), create or modify campaigns, add content to Boards, or change any settings. The Viewer role is designed for stakeholders, clients, and executives who need visibility into marketing activities without actively using the platform's tools. Because Viewers cannot trigger AI features, they do not consume any tokens.

How Does Team Collaboration Work in Practice?

BusyOcto's collaboration features are designed around the reality of how marketing teams actually work together. Multiple people need to contribute to strategy, creative development, and campaign execution, and the platform supports this through shared workspaces and transparent activity.

How Do Teams Collaborate on Competitor Research?

Competitor intelligence in BusyOcto is shared across all team members with appropriate access. When one team member discovers a valuable competitor ad and saves it to a Board, every other team member can see that Board and its contents. This eliminates the common problem of competitive intelligence being siloed in individual browser bookmarks or personal folders.

Teams can create multiple Boards organized by client, campaign, or creative theme. An agency might have Boards named "Client A Holiday Campaign Inspiration," "Video Ad Trends Q1," or "Competitor New Product Launches." All Editors and Admins can add to these Boards, while Viewers can browse them for context.

How Do Teams Collaborate on Campaign Strategy?

Campaign Chat is the primary collaboration tool for campaign strategy. Each campaign workspace has a dedicated AI chat where team members can brainstorm, ask questions, and develop strategy together. Campaign Chat conversations are visible to all team members assigned to that domain, so everyone can follow the strategic direction and contribute their perspective.

In practice, this works well for agencies where an account manager might start a Campaign Chat conversation with strategic direction, a creative lead adds input about messaging and visual approach, and a media buyer contributes targeting and budget considerations. The AI assistant participates in the conversation alongside the team, pulling in competitor data and performance insights to inform the discussion.

How Do Teams Manage Token Usage?

All team members share the organization's token pool. When an Editor sends an OctoChat message, it deducts 0.2 tokens from the shared balance. When anyone generates a creative, it deducts 2.5 tokens from the same pool. This shared approach keeps things simple but requires awareness of collective usage.

Admins and Owners can monitor token consumption in the dashboard to see how quickly the monthly allocation is being used and which activities are consuming the most tokens. If the team is approaching the monthly limit, administrators can communicate usage guidelines or purchase Cupcake packs to supplement the allocation.

For agencies with multiple clients, it is helpful to establish internal guidelines about token usage per client. While BusyOcto does not enforce per-client token budgets, tracking usage patterns helps agencies ensure their token allocation is distributed appropriately across the client portfolio.

How Do You Manage Team Members After Onboarding?

Team management is an ongoing process, especially for agencies with staff turnover or brands with evolving team structures. BusyOcto provides the tools to keep your team roster current and permissions appropriate.

To change a team member's role, navigate to team management, find the member, and select a new role. Role changes take effect immediately. If an Editor is promoted to a leadership position, upgrade them to Admin. If a client contact no longer needs active access, downgrade them to Viewer.

To remove a team member, select the remove option next to their name. Their access is revoked immediately, and they can no longer log in to your workspace. Their historical activity, including chat messages and saved content, remains in the workspace for continuity.

For agencies that frequently add and remove client contacts, establishing a standard onboarding process helps maintain security. When a new client engagement begins, invite client stakeholders as Viewers. When an engagement ends, remove their access promptly to protect other clients' data within the shared workspace.

What Are Best Practices for Team Setup?

Setting up your team thoughtfully from the beginning prevents permissions issues and ensures smooth collaboration as your usage of BusyOcto grows.

Keep the number of Owners and Admins small. One Owner and one or two Admins is sufficient for most organizations. This limits who can make structural changes to the workspace while ensuring there is always someone available to manage team issues.

Assign the Editor role to anyone who needs to actively work in the platform. This includes strategists, creatives, account managers, and media buyers. Editors have all the tools they need to do their work without the risk of accidentally modifying organization settings.

Use the Viewer role generously for stakeholders who need visibility. Clients, executives, and partner agencies often need to see what is happening without the ability to modify anything. Viewers are free from a token perspective since they cannot trigger AI features.

Establish naming conventions for Boards and campaigns so that team members across different domains can find what they need quickly. Consistent organization becomes increasingly important as your team and client portfolio grow.

Frequently Asked Questions

How many team members can I invite on the Pro plan?

The Pro plan supports unlimited team seats at no additional per-user cost. You can invite as many team members as needed.

Can I invite team members on the Solo plan?

The Solo plan supports one user seat. To invite team members, you need to upgrade to the Pro plan.

Do team members share the same token pool?

Yes. All team members draw from the organization's shared monthly token allocation. Admins can monitor usage to ensure tokens are distributed appropriately.

Can I limit which domains a team member can access?

Team members can be assigned to specific domains to control visibility. This is particularly useful for agencies where account managers should only see their assigned clients.

Do Viewers consume tokens?

No. Viewers have read-only access and cannot use AI features, so they do not consume any tokens.

Can I change a team member's role after they join?

Yes. Owners and Admins can change any team member's role at any time through the team management settings. Changes take effect immediately.