Managing Team Members - Waveline Support

Use the Team settings to update an existing teammate's name or role, or remove them when they should no longer have access to your Waveline organization.

Managing an invitation?

This guide covers teammates who have already joined. To send, resend, or cancel an invitation, see Invite your team.

Where to find team members

Open Settings → Team in the web app. The table contains members and invitations, with name, role, and status information. Joined teammates can also show 2FA on or 2FA off in Status. Use Search people… to find a teammate.

Select a member to open their profile. For a pending or expired invitation, use its row action menu to Resend invitation or Cancel invitation. See Invite Your Team.

Update a teammate's profile

Open Settings → Team.
Use Search people… to find the teammate in the Team table.
Select the teammate to open their profile.
Update their First name or Last name.
If you are an organization Owner and need to change the teammate's role, choose it under Access. See Roles and Permissions. Admins can update profile names but cannot change an existing teammate's organization role.
Select Save changes.

The teammate's email address is shown in the Team list. It cannot be changed from the member profile.

First and last names also appear on the teammate's assigned deskphone. If Deskphone update pending appears after saving, follow Apply saved changes to the phone.

Help with two-step verification

The teammate's profile includes Two-step verification, their authenticator status, and eligible reset controls. If they have lost access to their authenticator, follow Lost access to your authenticator. That guide explains who can reset it and when to sign the teammate out everywhere.

Remove someone from an inbox or the organization?

Removing someone's participation in a shared inbox leaves their Waveline organization account and other inbox roles in place. Organization Owners and Admins may still have access through their organization role. See Remove someone from a shared inbox for the requirements and access details.

Use Remove member when the person should no longer have access to the organization at all.

Review the teammate's responsibilities first

Removing a member deactivates their Waveline access, removes them from call routing, disconnects their device access, and returns their assigned work number to your organization's available number pool.

Make sure another teammate is ready to handle any calls, messages, or customer responsibilities assigned to them.

Remove a team member

Open Settings → Team.
Select the teammate in the Team table.
Scroll to Remove member.
Review the removal and billing information shown by Waveline.
Select Remove member.
Confirm the removal.

You cannot remove yourself. Admins cannot remove Owners, and the organization's last Owner cannot be removed.

What happens after removing a member?

The teammate can no longer access the organization or receive calls through their Waveline apps and assigned devices. Their shared-inbox participation and ringing assignments are removed, and their personal inbox is archived.

Numbers assigned to their personal inbox remain with the organization and return to its available number pool. They are not released automatically. See Assigning Numbers before putting a returned number back into use.

Ownership of contacts they kept private or shared with specific people and inboxes passes to the Owner or Admin who removes them. Review those contacts and their sharing so the appropriate teammates can continue working with them. See Contact Visibility and Sharing.

Removing a member reduces the organization's active user seats and may create a prorated billing adjustment.

Best practices

Remove someone from an inbox instead of the organization when they only need to stop working from that inbox.
Reassign ongoing customer responsibilities before removing a member.
Review any returned phone number and decide whether to reassign or release it.
Give every teammate their own account instead of sharing sign-in information.

Common questions

I cannot open Settings → Team

Only Owners and Admins can manage team members. Ask an Owner or Admin to make the change or review your role.

I can update a name but cannot change the organization role

Admins can update teammate profiles, but only an Owner can change an existing teammate's organization role. Ask an Owner to make the role change. See Roles and Permissions.

I need to change a teammate's email address

A member's email address is connected to their Waveline sign-in and cannot be changed from the member profile. Contact Waveline Support before creating a replacement membership.

The teammate's new name is not showing on their deskphone

Confirm that the profile change was saved and the deskphone is connected. If Deskphone update pending appears, follow Apply saved changes to the phone. Contact Waveline Support if the phone still shows the old name after completing those steps.

The teammate should remain in Waveline but stop receiving calls from one inbox

Keep their organization account. Review the inbox's Default Ring Order and any custom Ring Users step. If they should only read the inbox, consider Viewer access; if they no longer need it, follow Inbox Participants to remove their participation.

I removed a member but still need their phone number

The teammate's assigned work number returns to your organization's available number pool. Open Settings → Numbers or the appropriate inbox to assign it somewhere else.