How to Invite Teammates and Manage Roles in Your PhantomBuster Workspace

Sophie
Sophie This badge shows you’re hearing straight from the source! Team members are here to share insider tips, answer questions, and guide you through PhantomBuster with expert knowledge. They’re dedicated to helping you succeed and making sure your automation journey feels easy and exciting. PhantomBuster Official
  • Updated

To invite a teammate to your PhantomBuster workspace, go to Users & accounts in your workspace settings, click "+ Add user," and enter their email address. Each member needs their own PhantomBuster account and must join the correct workspace to access your shared plan and resources. By default, new users are added as Members. You can promote them to Admin for user and automation management, or transfer the Owner role for full control including billing.

Add members to your workspace

To work on automations together, you can invite others to join your PhantomBuster workspace.

Each member will need their own PhantomBuster account, must verify their email, and must join the correct Workspace to access your shared plan and resources.

PhantomBuster plans and resources (slots, execution time, credits) are shared at the Workspace level, not per individual account.

How to invite a teammate

  1. Log in to your PhantomBuster workspace and hover over your name in the top right corner.
  2. If you have more than one workspace, ensure the correct workspace is selected from the drop-down menu next to your currently active workspace. Look for the ✔️ symbol next to the active workspace name.
  3. Under the Workspace section, click Users & accounts.
    User menu dropdown with Users and accounts option highlighted in the Workspace section
  4. You are in the Users tab, from there click + Add user.
    Users tab showing the Add user button to invite a new teammate
  5. Enter their email address and click Add user to send the invitation.
    Add user dialog with email address field and Add user button

How many users can be added to a workspace

You can invite up to 100 users per workspace.

Keep in mind: all members share the same workspace resources (slots, execution time, emails & credits) so make sure your plan supports your team's activity level.

If your colleague can't access your plan

PhantomBuster plans are shared at the Workspace level.

If a teammate says they can't access your monthly plan, check the following:

  1. Confirm they are in the correct Workspace:
    • Go to Users & accounts.
    • Make sure their email appears in the Users list.
    • If not, send a new invitation.
  2. Confirm they accepted the invitation:
    • They must:
      • Accept the invite from their email.
      • Log in using the same email address that received the invitation.
  3. Make sure they selected the shared Workspace:
    • If they already have a PhantomBuster account, they may be inside their personal Workspace.
    • Ask them to:
      • Click their name in the top-right corner.
      • Open the Workspace dropdown.
      • Select the correct shared Workspace (look for the ✔️ symbol).

If they are not inside your Workspace, they won't see your plan's resources.

Manage workspace roles and permissions

In PhantomBuster, nyone added to a workspace is called a user, and is automatically assigned the Member role by default, which is why the two terms are sometimes used interchangeably.

You can change their role to Admin or Owner depending on what access they need. Each role comes with different permissions:

Owner

There is only one Owner per workspace. The Owner has full control over everything, including billing, settings, and user management. 
They can:

  • Invite or remove any user, including Admins.
  • Promote or demote users between Admin and Member roles.
  • Manage the workspace name, time zone, CRM/API integrations, and account-wide resources.

Admin

Admins can manage most aspects of the workspace, including automations and users.

  • Can invite or remove Members.
  • Can promote Members to Admins, but only the Owner can demote Admins.
  • Cannot access billing or change workspace-level settings like the name or time zone.
  • Cannot disconnect CRM/API integrations.

Member (default)

Members have limited permissions focused on project-level collaboration.

  • Can view and edit Phantoms and Workflows.
  • Cannot invite or remove users.
  • Cannot access workspace settings, billing, or integrations.

How to change someone's role

When you add a new user to your workspace, they are automatically assigned the Member role.

  1. Log into your PhantomBuster workspace and hover over your name in the top right corner.
  2. If you have more than one workspace, ensure the correct workspace is selected from the drop-down menu next to your currently active workspace. Look for the ✔️ symbol next to the active workspace name.
  3. Under your Workspace section, select Users & accounts.
    User menu dropdown with Users and accounts option highlighted in the Workspace section
  4. In the Users tab, find the user in the list and on their row, use the dropdown menu in the Role column to assign them a new role.
    Users tab showing the role dropdown menu to change a member's role

Tips for assigning roles

  • Use Owner only for someone responsible for billing and settings.
  • Use Admin for teammates who manage automations or users.
  • Keep Members for those contributing to projects without access to sensitive settings.

Change workspace ownership

You can't assign the Owner role through the Users tab.
To transfer workspace ownership, you must update the email address associated with the current Owner's account.

→ Follow the steps in our guide: How to transfer ownership of your PhantomBuster workspace.

Share a LinkedIn account without workspace access

Sometimes, you need to automate on someone else's behalf but don't want to invite them to your workspace. You can connect their LinkedIn account using a magic link instead.

This is ideal when:

  • You're running outreach for clients or colleagues.
  • You need multiple LinkedIn accounts to scale your outreach.
  • The person doesn't need to view or manage anything in your workspace.

To learn how this works, follow our step-by-step guide: connecting a LinkedIn account via magic link.

Users tab showing the Add LinkedIn account button for magic link connections

Frequently asked questions

How do I invite someone to my PhantomBuster workspace?

Go to Users & accounts from your Workspace menu, click + Add user and enter their email address. They'll receive an invitation and must accept it, verify their email, and switch to your Workspace to access your shared plan.

How many users can I add to a workspace?

Up to 100 users per Workspace. All members share the same Workspace resources (slots, execution time, credits), so make sure your plan supports your team's activity.

What are the different user roles in PhantomBuster?

There are three roles: Owner (one per workspace: full control including billing and settings), Admin (can manage automations and users but not billing), and Member (can view and edit automations but can't manage users or settings).

Why can't my teammate access my paid plan?

They're likely in their own personal Workspace instead of yours. Ask them to click their name in the top right, open the Workspace dropdown, and switch to your shared Workspace. Also confirm their email appears in your Users & accounts list, if not, resend the invitation.

Can I connect someone's LinkedIn account without inviting them to my Workspace?

Yes. You can use a magic link to connect their LinkedIn account to your Workspace without giving them access. This is ideal for running outreach on behalf of clients or colleagues. See the guide on connecting a LinkedIn account via magic link.

Was this article helpful?

0 out of 0 found this helpful