Managing Your Team & Settings
Prompt supports multi-user teams with role-based access. This guide covers the Admin and Member roles, how to invite and remove team members, and how to keep your organisation settings up to date.
The Admin and Member roles
Every user on a Prompt team has one of two roles: Admin or Member. The role determines which parts of the application they can access and what changes they can make.
| Capability | Admin | Member |
|---|---|---|
| View and manage clients | ✓ | ✓ |
| View and manage documents | ✓ | ✓ |
| Send ad-hoc emails | ✓ | ✓ |
| Edit email templates | ✓ | — |
| Configure filing types and schedules | ✓ | — |
| Manage organisation settings | ✓ | — |
| Invite and remove team members | ✓ | — |
| Access billing and subscription | ✓ | — |
The first person to create an organisation is automatically an Admin. Subsequent invitations default to Member, but the inviting Admin can change the role before sending.
Inviting a team member
Go to Settings → Team and click Invite member. Enter the person's email address and select their role — Admin or Member.
Prompt sends the invitation by email. The recipient clicks the link in the email to create their account and join your organisation. Invitations expire after 7 days — if someone doesn't accept in time, you can resend the invitation from the Team settings page.
Pending invitations are shown in the team list with an "Invited" status until they're accepted. You can cancel a pending invitation at any time before the recipient accepts it.
Changing a team member's role
On the Settings → Team page, find the team member you want to update and use the role selector next to their name. Changes take effect immediately — the team member's access level updates the next time they perform an action, without requiring them to log out and back in.
You cannot remove Admin access from yourself if you're the only Admin in the organisation. Promote another team member to Admin first.
Removing a team member
When someone leaves your practice, remove them from Settings → Team. This revokes their access immediately — they'll be signed out of any active sessions within a few minutes and won't be able to sign in again.
Removing a team member doesn't delete any of the activity associated with their account. Actions they took — client changes, emails sent, documents reviewed — remain in the audit log with their name attached, so your compliance history stays complete.
If you need to temporarily restrict access without permanently removing someone — for example, during a handover period — you can change their role to Member to limit what they can do without fully removing them.
Organisation settings
The organisation settings page (accessible to Admins at Settings → Organisation) controls the core configuration for your Prompt account:
- Practice name — used as the sender name in outgoing reminder emails and displayed throughout the Prompt dashboard.
- Sender email — the email address that appears in the From field of outgoing reminders. If you've set up a custom domain, this should use that domain.
- Reply-to address — where client replies are directed. This can be different from the sender address, for example if you have a dedicated inbox for client queries.
- Timezone — controls when the daily reminder pipeline runs relative to your local time. Default is Europe/London.