Which roles exist in an account?
Every member of a Kolio account has exactly one of three roles: owner, admin or team member. The owner automatically holds every permission; admins and team members only hold the permissions the owner explicitly ticks.
Account owner is the user who created the account at sign-up. The owner holds the subscription, is the only one who adds, edits, deactivates and removes members, and implicitly has all 13 permissions. An account always has exactly one owner.
| Role | Label in the app | Permissions | Manages members | How it is created |
|---|---|---|---|---|
| owner | Owner | all (implicit, cannot be removed) | yes — the only one | public sign-up (Google or email and password) |
| admin | Admin | only the ticked ones | no | added by the owner on the Users page |
| agent | Agent | only the ticked ones | no | added by the owner on the Users page |
Technically, admin and team member differ only by label — access for both is defined solely by the set of ticked permissions. Use the label to organise your team (for example admin = team lead, team member = operator).
What does each permission unlock?
A permission is a key that unlocks one Kolio module for a member: the menu item, the related pages and the server actions over the same data. A member without the permission does not see the menu item at all, and a direct link to the page is refused.
| Permission (label in the form) | Key | What it unlocks in the menu |
|---|---|---|
| Contacts (CRM) | kontakti | CRM → Contacts |
| Tasks | naloge | CRM → Tasks |
| Calendar and appointments | termini | CRM → Calendar |
| Services and availability | storitve | Settings → Services, Settings → Team availability |
| Call centre and transcripts | klicni-center | Conversations (calls, web chats, email) |
| AI agents (simulators) | asistenti | AI agents → Call simulator, Web simulator |
| Softphone (web phone) | softphone | the Softphone section on Settings → Telephony |
| Knowledge base | baza-znanja | AI agents → Knowledge base |
| Email marketing | email-marketing | no menu item of its own yet; covers the email:write scope (sending email through an API key) |
| Reports | porocila | Reports |
| Guides and blog | blog | Guides and blog |
| Settings (bot, telephony, SIP) | nastavitve | Settings → General, Agent instructions, Telephony, Email, MCP sources and integrations, GDPR & privacy |
| Users and access | uporabniki | Settings → Users (viewing the list; changes stay with the owner) |
| Subscription and billing | billing | Usage, Subscription |
The Overview item (dashboard) is visible to every active member without a special permission. The My profile page lives in the user menu and needs no permission.
Permissions and API keys
API keys and the MCP connector never exceed the rights of the member who issued them: each key scope maps to one of the permissions above (for example bookings:write requires Calendar and appointments, contacts:read requires Contacts (CRM)). Details are in the REST API and webhooks and MCP chapters.
How do I add a team member?
The owner adds a member with the New user form on Settings → Users: enter the email and full name, pick a role and tick permissions. Kolio then creates the member and shows a one-time link through which the member sets their own password.
Open the Users page
Sign in as the account owner. If you are not the owner, the buttons are visible but disabled with the note Only the account owner can add or change users.
Settings → UsersFill in the New user form
Enter Email (it becomes the login name; Kolio stores it lowercase and trimmed) and Full name. The email must be valid, otherwise the form returns a validation error.
Choose a role
In the Role field choose Admin or Agent. Owner cannot be selected here.
Tick permissions
Under Permissions tick the modules the member needs (see the table above). Unticked permissions mean the member does not see the item. You can change permissions at any time later.
Click Create user
Kolio creates the member and shows the Password setup link box with a Copy button. The link is shown only once.
Hand the link to the member
Kolio emails the link to the member automatically (the panel says We have also emailed this link to the member). If the member cannot find it in their inbox, use Copy and hand it over through a secure channel (internal chat, in person). The member opens it, chooses a password (at least 8 characters) and then signs in on the login page.
How does the password setup link work?
The password setup link is a one-time token in the form https://kolio.si/nastavi-geslo/… that is valid for 7 days, can be used once and is stored in the database only as a hash — which is why it cannot be shown again later. The owner does not set the password; the member does.
- Validity: 7 days from issue. After it expires, the password page shows that the link is no longer valid and the member must ask the owner for a new one.
- Single use: once the member saves a password, the token is spent. The same link cannot be used twice.
- A new link invalidates the previous one: the New password link button on the member card issues a new token and marks all unused old ones as spent (message A new link was created. The previous one is no longer valid.).
- The »password not set« badge: shown on the member card until the member redeems the link. A member who signs in with Google shows the signs in with Google badge instead.
- Google user: a password link cannot be issued to a member who signs in with a Google account (This user signs in with Google — no password link is needed.).
- Owner: nobody else can reset the owner's password; the owner changes it under Change password on My profile.
Open the member card
On the Users page find the member who lost the link or whose link expired.
Settings → UsersClick New password link
Kolio issues a new token valid for 7 days and invalidates the previous unused token.
Copy and hand over the link
Use the Copy button to put it on the clipboard and send it to the member over a secure channel. The member sets a new password through it (at least 8 characters).
One user, several accounts: how do I switch?
One Kolio user (one email, one password or Google sign-in) can be a member of any number of accounts, each with its own role and permissions. Switching happens in the user menu under Accounts.
- The Accounts switcher appears in the user menu (top right, My account) only once the user is a member of at least two accounts.
- Kolio remembers the last selected account in the
kolio.tenantcookie; on the next sign-in the/startroute takes you straight into it. - Role and permissions apply per account: the same user can be the owner of their own account and a team member in a partner's account.
- The My permissions section on My profile always shows the permissions in the account that is currently selected.
How do users sign in?
There are two ways to sign in to Kolio: with a Google account (the Continue with Google button) or with email and password. Both lead to the same user when the email address is the same.
| Method | How it is created | Password | Email confirmation |
|---|---|---|---|
| Continue with Google button at sign-up or login | not needed; the user can add a password later on My profile | not needed (Google confirms the address) | |
| Email and password | the sign-up form or a password link from the owner | at least 8 characters, stored in the database only as a hash | after sign-up Kolio sends a confirmation email; the link in it is valid for 24 hours |
- Public sign-up creates only the owner of a new account with a 7-day trial. Admins and team members are created exclusively on the Users page.
- Existing email: signing up with an email that already exists in Kolio (password, Google or membership only) creates nothing — the form shows You already have a Kolio profile with this email — sign in with your existing account. and offers a login button.
- Changing the password: on My profile under Change password (current password + new password twice). A Google user without a password sees Set password; once set, both sign-in methods remain available.
- Email is the login name and cannot be changed on My profile. Users can change their own name.
What happens when I deactivate or remove a member?
The owner has two separate options on the member card: Deactivate closes access temporarily but keeps the role and permissions; Remove deletes the member from the account permanently. The owner can be neither deactivated nor removed, and owners cannot remove themselves.
| Deactivate | Remove | |
|---|---|---|
| Access to the account | closed until the owner activates again | closed permanently |
| Role and permissions | kept (badge inactive) | deleted |
| Coming back | the Activate button | the owner adds them again as a new member |
| The user's Kolio account | untouched | deleted ONLY if they are a member of no other account; otherwise kept |
| Memberships in other accounts | untouched | untouched |
| Tasks and appointments assigned to the member | kept, assignee still listed | kept with the former member's email as assignee; no automatic reassignment |
| Member availability (schedule, services) | kept | deleted together with the membership |
Limits and common pitfalls
Member management in Kolio is deliberately strict: only the owner makes changes, password links are single-use and time-limited, and a second owner cannot be created.
- The number of members depends on the plan: Starter allows up to 3 active users (including the owner), Growth and Custom do not limit them (see the pricing page). At the limit the page shows N of 3 users and the add form is disabled; after moving from Growth to Starter existing members stay, but new ones cannot be added.
- Only the owner adds, edits, deactivates and removes members. A member with the Users and access permission sees the list, but the buttons are disabled for them.
- The owner's role and permissions cannot be changed — they hold all of them implicitly.
- The password link is valid for 7 days, is used once and cannot be shown again after the box is closed; issue a new one.
- A member's email is unique across all of Kolio: the same address is always the same user, even when they belong to several accounts.
- The Kolio support team can, at your request, enter your account with the owner's full permissions (help with setup, ownership transfer). It does not appear in the member list.