Exact values
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In short
What permissions and roles exist in Reply?
A Reply organization has one permanent owner plus three role levels: Organization roles govern billing, users, and workspaces; Team-wide roles apply one permission set across several workspaces; Workspace roles control sequences, contacts, reports, and other categories inside a single workspace. Approval permissions are clamped so Approve never exceeds View.
An organization is available by default for all new Reply accounts. It contains workspaces (client groups or teams), users, and roles. Roles define what actions users can take; permissions determine which features and data they can access. Both are managed on the Organization page (profile icon → Organization), across the Workspaces, Users, and Roles & Permissions tabs.
Role levels
| Level | Scope | Use it for |
|---|---|---|
| Organization roles | The entire organization | Billing, inviting and removing users, workspace administration, org-wide objects |
| Team-wide roles | Several workspaces at once | Giving one user identical permissions in all assigned workspaces (account managers, senior SDRs); same permission categories as workspace roles |
| Workspace roles | A single workspace | Access inside one workspace — changes in one workspace do not affect others |
Workspace roles cannot manage organization-level permissions unless the user is also assigned an Organization role.
Organization owner
| Rule | Value |
|---|---|
| Owners per organization | One |
| How assigned | Automatically to the person who creates the account |
| Transfer or removal | Not possible — the role is permanent; only deleting the organization removes it |
| Workspace membership | Automatically part of every workspace; cannot be removed or reassigned |
| Access | All information and any action in the system |
Default roles
Each organization starts with a Default Team that includes two workspace roles — Team Lead and Team Member — in addition to the Organization Owner.
| Role | Access |
|---|---|
| Organization Owner | Full access to all features, including team creation, role management, and billing |
| Team Lead | Manages team activities and members based on assigned permissions |
| Team Member | Limited access focused on operational tasks within the team |
Organization-level permissions
Organization roles combine permissions from this list:
| Permission | Grants |
|---|---|
| Billing | Manage subscription, update payment methods, view payment history |
| Login as any organization user (except owner) | Sign in as any organization member; the owner's account is excluded |
| Login as any organization user | Sign in as any user, including the owner — full access to all activities and settings |
| Invite new users to Organization | Invite new members to the organization |
| Remove users from Organization | Remove users from the organization |
| Assign roles | Assign organization or workspace roles to users |
| Manage Organization and Team roles and permissions | Create, rename, and edit permission sets for Organization and Team-wide/Workspace roles; grants access to the Roles & Permissions tab on its own |
| Manage Team roles and permissions | The same, scoped to Team-wide and Workspace roles only — cannot create, rename, or edit Organization-level roles; also grants tab access on its own |
| Delete roles | Delete existing organization and workspace roles — required separately; neither manage permission includes delete rights |
| Add users to workspace | Add existing users to specific workspaces |
| Create workspaces | Create new workspaces for clients or teams |
| Edit workspaces | Change workspace names and logos |
| Delete workspaces | Permanently remove workspaces from the organization |
| View workspaces | View all workspaces in the organization, even those the user is not invited to |
| Manage Reply beta features | Enable or disable Reply beta features for the organization |
| Access Organization settings | View and manage organization members and access the Refer & Earn section |
| Access Plans and Billing page | View subscription details and manage plans and billing |
Organization object permissions
Separate from the list above, organization roles grant access to objects shared across the whole organization:
| Object | Permissions |
|---|---|
| Email templates | View, create, edit, and delete organization-wide email templates |
| Sequence templates | Create, view, and delete organization sequence templates; save AI SDR sequence step structures organization-wide (org-wide structures are read-only for everyone else — usable but not editable or deletable; on by default for existing roles, off for newly created ones) |
| AI SDR playbooks | Create, view, edit, and delete organization-level playbooks for AI SDR sequences |
| Custom fields | Create custom fields; enables publishing a contact field organization-wide |
| Approval Mode (organization) | View Approval Mode queues across all workspaces; take approval actions (approve, bulk approve, regenerate, delete) across all workspaces |
Workspace permission categories
Workspace roles (and Team-wide roles) combine permissions from these categories:
| Category | Covers |
|---|---|
| Sequences | Run, pause, create, delete, archive, and manage sequences; change sequence owners; save sequence step structures to the workspace. The Manage sequence permission grants viewing and editing together — there is no separate read-only sequence view permission |
| Contacts | Create, delete, edit, and view contacts |
| Templates | Access, view, use, edit, and delete team templates |
| Reports | View Calls, Email, Workspace Performance, Tasks, LinkedIn, Channel Efficiency, and Agency reports |
| Tasks | View, assign, and complete tasks |
| Accounts | View, create, update, or delete accounts; view or update account settings |
| Integrations | Access Zapier, the Reply API, the Integrations page, and the Reply Marketplace |
| Inbox | Access the Inbox page |
| Data | Access the data search |
| Settings | Access and manage settings from the Team section |
| AI SDR | Access the team's offers, knowledge bases, and playbooks; view and approve messages in Approval Mode with My/Team scopes |
| Website visitors | Create/edit, view, and delete workspace trackers |
Some permissions carry scope options such as Workspace and My (or Team and My) — for example, allowing a user to manage only their own sequences, or to see only their own approval queue. In Approval Mode, the Approve permission cannot exceed the View setting — the effective level is clamped to the narrower of the two.
To give clients or external partners limited access, create a reports-only role by enabling only the Reports permission.
Users and membership rules
- Every invited user must be assigned a workspace and a role; invitations stay Pending until accepted.
- A user can belong to more than one workspace, with a different role in each.
- A user can belong to multiple organizations with a single set of credentials; permissions apply independently per organization, and data stays isolated per workspace.
- Users are removed from a workspace via the Workspaces tab, not the Users tab, and only one by one.
- When a user is removed, their contacts, sequences, schedules, unfinished tasks, and templates transfer to the organization owner; their connected email accounts and completed tasks are deleted permanently. This cannot be undone.
Team Edition
Team Edition adds collaboration inside a team: a unified list of prospects and sequences, team-level schedules, and a blacklist that works across the team. It runs in Public or Private mode depending on how much team members should see of each other's work.
- Once Team Edition is enabled, it cannot be reverted.
- In public mode, only the sequence owner can change a contact's status; any team member can assign the Opted out status — see Statuses.
Seats
Seats grant access to resources and are separate from role permissions. Each seat type allows one connected account or feature at a time.
| Seat type | Grants |
|---|---|
| Team member | A user who can log into their Reply account |
| Mailbox | An email account connected to send messages; several team members can share one mailbox seat |
| LinkedIn automation | A connected LinkedIn account used for automated LinkedIn steps |
| Cloud calls | Renting a phone number and making calls in sequences |
For accounts with roles and permissions enabled, the billing model sets the seat scope: with Organization Billing, seat limits are shared across the entire organization; with Per Workspace Billing, each workspace gets its own limits independently. Seat counts per plan: Limits.
FAQ
Is there a read-only sequence permission?
No. The Manage sequence permission grants access to view and edit sequences owned by the user or team members — viewing is not split out as a separate permission.
Can the organization owner role be transferred?
No. Each organization has exactly one owner, assigned automatically at account creation. The role cannot be transferred or removed; the only way to remove it is to delete the organization with all its teams and members.
When should I use a Team-wide role instead of a Workspace role?
Use a Team-wide role when one person needs identical permissions in several workspaces — edits to the role propagate to every workspace it is assigned in. Use Workspace roles for one-off access adjustments in a single workspace.
Related
Build with Reply
- REST API: docs.reply.io — authentication and team endpoints
- MCP: agents.reply.io/mcp — team member and workspace-scoped operations