MerchantFlow Team Management Guide
Invite teammates, manage roles, resend or cancel invitations, remove members, and transfer workspace ownership in MerchantFlow.
MerchantFlow Team Management Guide
MerchantFlow team management lets workspace owners and admins invite teammates, assign roles, manage invitations, and transfer workspace ownership for their e-commerce analytics platform. All team controls are accessible from Settings > Team (/dashboard/settings/team).
Who Can Manage the Team
- Owner - full team management, including ownership transfer
- Admin - can invite, update, resend, cancel, and remove teammates
Analysts and viewers can see team information but do not manage membership.
How to Invite a Teammate
The invite form currently accepts:
- Email address
- Role:
admin,analyst, orviewer
There is no separate seat selector - each invitation consumes one seat.
Seat Limits
Invitations are capped by your plan tier. Your seat count is active members plus pending invitations, so an unaccepted invite still occupies a seat until it is cancelled or expires:
| Plan | Included seats |
|---|---|
| Starter | 1 |
| Pro | 3 |
| Plus | 10 |
If you are at the cap, the invite is rejected with a "user seat limit reached" message and you will need to upgrade, or cancel a pending invitation, first. See Pricing Plans.
What the Invited User Does
Invited users go through this sequence:
- Open the invite link
- Create a password - it must be at least 8 characters and contain an uppercase letter, a lowercase letter, a number, and a special character
- Sign in, then complete 2FA setup, which is required before a team member can reach the dashboard
- Return to the workspace with the assigned role
If the invited email already has a MerchantFlow account, no new password is set - that person signs in with their existing credentials and the workspace is added to their account.
Pending invitations are tracked in the team page and can be resent or cancelled. Resending issues a new invite link and resets the 7-day clock; the previous link stops working.
Understanding Invitation States
- Pending - invite is active and waiting for acceptance
- Expired - invite is no longer usable and can be resent
- Accepted - the user is now an active member
Team invitations expire after 7 days.
How to Change a Team Member's Role
Owners and admins can change a member role after acceptance, but only downward from their own role:
- Owners can set a member to
admin,analyst, orviewer - Admins can set a member to
analystorviewer. An admin cannot promote a member to admin, and cannot change or remove an existing admin - ask the owner. (Inviting a brand-new person as an admin is still allowed; the restriction applies to changing the role of someone already in the workspace) - Nobody can change their own role
The owner role is not assigned by invitation or by the role change dialog. Ownership is transferred explicitly. See Roles and Permissions for what each role can access.
How to Remove a Team Member
Owners and admins can remove a member, subject to the same hierarchy rule as role changes - you can only remove someone whose role is below your own. You cannot remove yourself, and the owner cannot be removed at all (transfer ownership first).
Removal disables the account rather than deleting it: the member immediately loses workspace access and their status changes to disabled, while their user record and historical activity in reports or logs are preserved.
How to Transfer Workspace Ownership
Only the current owner can transfer ownership, and the person receiving it must be an active member of the workspace.
After transfer:
- The selected member becomes the new owner
- The previous owner is downgraded to admin, which means they immediately lose billing access
Frequently Asked Questions
How do I invite someone to my MerchantFlow workspace?
Go to Settings > Team, enter the team member's email address, select a role (admin, analyst, or viewer), and send the invitation. The invited user will receive an email with a link to join.
How long do MerchantFlow team invitations last?
Team invitations expire after 7 days. If an invitation expires, owners and admins can resend it from the team management page.
Can I change a team member's role after they join?
Yes, within the role hierarchy. Owners can set a member to admin, analyst, or viewer from Settings > Team. Admins can set a member to analyst or viewer, but cannot promote a member to admin or modify an existing admin. Nobody can change their own role.
How many team members can I have?
Seats are set by your plan: 1 on Starter, 3 on Pro, and 10 on Plus. Pending invitations count against the cap until they are accepted, cancelled, or expired.
What happens when I remove a team member?
The removed member immediately loses workspace access and their account is marked disabled. Their historical activity in reports and logs is preserved.
How do I transfer MerchantFlow workspace ownership?
Only the current owner can transfer ownership, and only to an active member. After transfer, the selected member becomes the new owner and the previous owner is downgraded to admin.
Related Guides
- Account Overview
- General Settings
- Roles and Permissions
- Security
- Billing Overview
- Pricing Plans
- Upgrade or Downgrade
- Cancel Subscription
Last updated: August 23, 2026
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