Invite your team and choose roles

Everyone in your Varly organization has one of three roles. In an agency account, you also choose which clients each person can see; see Give team members access to clients.

The three roles

Role	What they can do
Owner	Everything an editor can do, plus the team, organization settings, the AI key, API keys and deleting sites.
Editor	Research, ideas, surveys and A/B tests (including launching them), and the settings of each website.
Viewer	Can look at everything, but not change anything.

Some things only an owner can do:

• invite people, change roles and remove members,
• change the organization's name and the AI settings in Organization settings,
• create, replace or revoke the order API key (see Send orders with the order API),
• delete a site or the organization.

Editors can change a site's Settings and Install options, such as tracking, recordings and the Shopify connection. Viewers see the same pages with the fields locked and the note You have read-only access.

AI summaries of heatmaps, recordings and surveys are made by owners and editors, because they use the organization's AI key. Viewers can read summaries that were already made, but can't create new ones.

Invite a colleague

1. Open Team. In an agency account, it's at the top of your list of clients. For a single shop, it's at the top of the page with your sites. You can also go to Account → Organizations and click Team.
2. Under Invite a colleague, enter their Email address.
3. Choose a Role. The line below the field explains what that role can do.
4. In an agency account, choose their Client access (see Give team members access to clients).
5. Click Create invitation.
6. Varly emails the invitation to your colleague. The link also appears on screen, so you can send it yourself, for example by chat, if the email doesn't arrive.

Accepting an invitation

Your colleague opens the link and sees who invited them and with which role. Then:

• New to Varly: they click Create account and sign up with the invited email address.
• Already have an account: they click I already have an account, log in, and click Accept and join.

The email address must match. If they're logged in with a different address, they click Log out and continue and then log in with the invited one.

Manage open invitations

Open invitations are listed under Pending invitations, with who invited them and until when they're valid.

• Create new link makes a new link that is valid for another 14 days. Varly asks first, because the old link stops working.
• Revoke invitation cancels the invitation.

If you invite the same email address again, Varly asks first: the new invitation replaces the old one, and the old link stops working.

Change a role or remove someone

1. On Team, click Edit role and access next to the member.
2. Choose a new Role (and, in an agency, their Client access), then click Save changes.
3. To take away all access, click Remove from team. They lose access right away.

You can also leave a team yourself with Leave team: next to your name, or under Edit role and access if you're an owner.

Profile photos and who made what

Ideas, notes and tests show who made them, with a name and photo, so you always know who to ask. You'll see:

• a team member's name for things a person created,
• Varly for ideas from Varly's fixed rules,
• Varly AI for ideas from the AI (see Add your own AI key),
• the assistant's name followed by (chat) for things made from Claude or ChatGPT,
• Former team member when the person has left.

To set your photo, open Account (click your name at the top right) and click Upload photo under Profile. Varly crops it to a square. Without a photo, your team sees a Varly avatar with your initials. Click Use my Varly avatar to go back to it. You can change your Name there too.

Common problems

"This invitation is for … Log in with that address to accept it." Your colleague is logged in with another email address. They should log out and log in (or sign up) with the invited address, or you invite the address they use.

"This invitation can't be used." The link expired, was already used, or was replaced by a new link. Click Create new link or make a new invitation.

"Every team needs at least one owner." Make another member owner first, then change your own role or leave.