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If you want someone else on your team — a bookkeeper, business partner, or operations manager — to handle billing, invoices, or subscription changes, you can add them as an Admin on your account. Admins have full access to all settings including billing.

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What an admin can do

An Admin has full access to your HoopAI account, including:
  • View and download invoices
  • Update payment methods and billing address
  • Upgrade, downgrade, or cancel the subscription
  • Add wallet credits and manage auto-recharge settings
  • Add or remove other team members
HoopAI does not have a dedicated “billing only” role. If you want someone to manage billing, the Admin role is the appropriate access level. Admins have full account access — only add people you trust.

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Add a team member as an admin

1

Go to My Staff

Navigate to Settings → My Staff.
2

Add a new team member

Click + Add Employee to invite someone new. If the person is already on your team, click the pencil (edit) icon next to their name.
3

Fill in their details

Enter their name, email address, and set a password (they can change it after first login).
4

Set the role to Admin

Click the Roles and Permissions tab on the left side of the profile. In the Role dropdown, select Admin.
  • Admin — full access to all modules and settings, including billing
  • User — restricted access; granular permissions apply
5

Save

Click Save (or Update if editing an existing team member). The person will receive a login invitation by email.

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Restrict what an admin can access

If you want to give someone access to billing settings but restrict other areas — for example, preventing them from editing automations or contacting customers — you can use the User role with custom permissions instead.
1

Set role to User

In the Roles and Permissions tab, select User instead of Admin.
2

Enable only the permissions they need

Use the checkboxes to enable or disable access to specific modules (Conversations, Contacts, Workflows, Calendars, etc.).
3

Enable Account Settings access

To allow them to access billing and settings pages, enable the Account Settings permission. This allows them to view and edit business info, billing, and account-level configuration.
4

Save

Click Save. They will only see the sections you’ve enabled.

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Copy permissions from an existing team member

If you already have a team member with the right permission setup, you can copy their permissions to a new user instead of configuring from scratch.
  1. Open the new team member’s profile → Roles and Permissions tab
  2. Click Copy Permissions
  3. Select the existing team member to copy from
  4. Click Copy to apply

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Remove billing access

To remove a team member’s access to billing or your account entirely:
  1. Go to Settings → My Staff
  2. Click the pencil icon next to the person
  3. Either change their role from Admin to User and restrict the Account Settings permission, or click Delete to remove them from the account entirely
Deleting a team member immediately revokes their login access. Make sure any work they own (pipelines, contacts, workflows) is reassigned before deleting.

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Frequently asked questions

Yes. Admins have full access, which includes subscription changes. Only grant Admin access to people you fully trust to make account-level decisions.
Yes. You can have as many admins as you like. Each admin needs a separate user seat — additional users may incur an extra cost depending on your plan.
Admin gives full, unrestricted access to all modules and settings. User gives restricted access — you control exactly which modules they can see and edit using individual permission toggles.
Yes — set their role to User, enable Account Settings permission, and leave all other module permissions off. They’ll be able to access billing settings without seeing customer data.
Yes. When you save a new team member, HoopAI sends them an email invitation with login instructions.
Last modified on March 7, 2026