Team Management
Invite administrators, assign roles, manage seat limits, and transfer organization ownership. Everything you need to run your team on VoteAlly.
Admin Roles Overview
VoteAlly has three admin roles, each with different permissions and capabilities.
Organization Owner
The highest-level role within an organization. Every organization has exactly one Owner.
- Full access to all organization settings and data
- Invite and remove team members (including other admins)
- Transfer ownership to another team member
- Manage billing, subscriptions, and plan upgrades
- Grant granular permissions (billing, boosts) to Org Admins
- Reset two-factor authentication for other team members
- Create, edit, and manage all voting sessions
Organization Admin
A team member with access to the organization's admin panel. This is the default role assigned to all invited team members.
- Create, edit, and manage voting sessions
- Add and manage voters, send invitations and reminders
- View results, exports, and audit logs
- Remove other Org Admins from the team
- Edit their own profile name
- Cannot remove the Organization Owner
- Cannot access billing unless explicitly granted permission
Super Admin
A platform-level administrator with cross-organization access. This role is reserved for VoteAlly staff.
- Access any organization on the platform
- Bypass all plan limits and seat restrictions
- Promote a user to Owner without requiring the current Owner's password
- Used for support escalations and emergency interventions
Inviting Team Members
Any existing admin can invite new team members from the Settings > Team page. New members are always invited as Org Admin. The Owner role is never assigned directly; it can only be transferred.
Navigate to Team Settings
Go to your organization's Settings page and select the Team tab. You will see your current team members listed here.
Click "Add Member"
Click the "Add Member" button in the top-right corner. If you have reached your admin seat limit, this button will be disabled.
Enter name and email
Fill in the new admin's name and email address. You do not set a password for them. VoteAlly sends them a secure signup link instead.
Invitation email is sent
The system sends an email containing a secure signup link. The link is valid for 48 hours. The invited user will set their own password when they accept the invitation.
User appears as "Pending"
Until the user accepts the invitation and completes their account setup, they appear with a "Pending" badge on the team list. You can resend the invitation if it expires.
Tip: If an invitation expires, use the three-dot menu on the pending user's row and select "Resend invitation email" to generate a fresh 48-hour link.
Admin Seat Limits
Each plan includes a base number of admin seats. This is the total number of team members (including the Owner) that can be part of your organization.
Purchasing additional seats
On the Pro plan, you can purchase additional admin seats as an add-on through your subscription. Each additional seat increases your limit by one. The first purchased seat is already included in your base plan (covers the Pro plan's 2-seat base), so additional capacity starts from the second purchased seat onward.
Important: Pending invitations count toward your seat limit. If you invite someone and they have not yet accepted, that seat is still occupied. Remove the pending invitation to free up the seat.
Over-limit restrictions
If your organization ends up over the seat limit (for example, after a plan downgrade), a warning banner appears on the team page. While over the limit, most write actions across the platform are restricted. You will not be able to create sessions, add voters, or send emails until you either remove team members or purchase additional seats to get back within the allowed limit.
Removing Team Members
Removing a team member permanently deletes their admin account from the organization and immediately revokes their access. This action is logged in the audit trail.
Who can remove whom:
- Organization Owner can remove any Org Admin.
- Org Admin can remove other Org Admins, but cannot remove the Owner.
- No one can remove themselves. You must ask another admin to remove your account.
- The last Owner of an organization cannot be removed. Ownership must be transferred first.
How to remove a team member:
On the Team page, click the three-dot menu on the user's row and select "Remove User." You will be asked to confirm the action. Once confirmed, the user is immediately deleted and cannot log in.
Warning: Removing an admin is permanent and cannot be undone. If you need to re-add them later, you will need to send a new invitation and they will need to set up their account again.
Transferring Ownership
Ownership transfer moves the Owner role from the current Owner to another team member. Both changes happen at the same time: the current Owner becomes an Org Admin and the target user becomes the new Owner.
How to transfer ownership:
- Go to Settings > Team and find the team member you want to promote.
- Click the three-dot menu on their row and select "Transfer Ownership."
- A confirmation modal appears. Enter your current password to authorize the transfer.
- Click "Confirm Transfer." The page reloads to reflect your new Org Admin role.
Password required
The current Owner must enter their password to confirm the transfer. This prevents accidental or unauthorized ownership changes.
What transfers
The new Owner inherits full control: billing, team management, permission grants, and all organization settings. The previous Owner becomes a regular Admin.
Note: If the current Owner is unavailable or has lost access, contact VoteAlly support. Our team can promote another team member to Owner without requiring the original Owner's password.
Granular Permissions
By default, Org Admins cannot access billing or purchase add-ons. The Organization Owner can selectively grant these permissions through the team list.
Manage Subscription
Can upgrade the plan, manage admin seats, and update payment methods. Useful for a finance or operations lead.
Purchase Boosts
Can purchase one-time capacity boosts (voter slots, email credits, SMS credits) without full billing access.
To manage permissions, click the three-dot menu on an admin's row in the team list and select "Manage Permissions." Toggle the desired permissions and save.
Frequently Asked Questions
Can I have multiple owners in my organization?
No. Each organization has exactly one Owner at a time. If you need to change who the Owner is, use the Transfer Ownership feature. The current Owner becomes an Admin and the target user becomes the new Owner in a single step.
What happens if the organization owner leaves or is unavailable?
Contact VoteAlly support. Our team can promote another team member to Owner without requiring the original Owner's password. This is a safeguard for situations where the Owner is unreachable.
Do pending invitations count toward my admin seat limit?
Yes. As soon as you send an invitation, the invited user is created in the system and counts toward your admin seat limit, even before they accept and set their password. Remove the pending invitation to free up the seat.
What happens if I downgrade my plan and exceed the admin seat limit?
Your organization enters a restricted state. You can still log in and view data, but most write actions (creating sessions, adding voters, sending emails) are blocked until you remove team members or purchase additional seats to get back under the limit.
Can an Org Admin remove another Org Admin?
Yes. Org Admins can remove other Org Admins. However, they cannot remove the Organization Owner. Only the Owner or a Super Admin can affect the Owner role.
How do I give an admin permission to manage billing?
Click the three-dot menu on the admin's row in the team list and select "Manage Permissions." Enable "Manage Subscription" for full billing access, or "Purchase Boosts" for one-time add-on purchases only. Only the Organization Owner can grant these permissions.
Can I resend an invitation if it expired?
Yes. Find the pending user in the team list, click the three-dot menu, and select "Resend invitation email." This generates a fresh token with a new 48-hour expiry window.
Can I reset another admin's two-factor authentication?
Yes, if you are the Organization Owner. Click the three-dot menu on the user's row and select "Reset MFA." You will need to enter your own password to confirm. The user will be notified by email that their two-factor authentication has been disabled.
Last updated: April 2, 2026