Sara sees what an agent needs, and nothing more
Team roles, notifications and setup checklist
Decide who on your team can do what, invite people with a link, and suspend someone without losing a single chat. Everyone gets a bell for the things that need them, on WhatsApp too if they step away. A new account gets a checklist that ticks itself as you set up.
- Owner, admin, agent, viewer
- Suspend without deleting
- Alerts on WhatsApp after 15 minutes
One account, start to finish
A new account, from the setup checklist to the first alert on a phone
- 1
A checklist that ticks itself It checks your account's real data, not a box you remember to tick.
- 2
Invite by link Suspend later without deleting anyone's work.
- 3
A role for every job Owner, admin, agent and viewer, plus job roles on industry editions.
- 4
Alerts that find people A bell for everyone, and WhatsApp for anything left unread for 15 minutes.
01: ROLES
Each person sees what their job needs
When the whole team shares one WhatsApp login, everyone can do everything, including delete a chat by mistake. RaabtaHQ gives each person their own login and one of four roles, in order of power: owner, admin, agent and viewer.
Owner
Everything an admin can do, plus deleting the account. The owner's row cannot be edited by anyone.
Admin
Manages members and changes settings, including channels, business hours and the AI. Only admins answer the assistant's approval requests.
Agent
Sends messages and works day to day: contacts, deals, bookings.
Viewer
Reads everything and sends nothing. Every send button is shown greyed out with the reason, so nobody wonders why it does not work.
Job roles on industry editions
A clinic can add Doctor, a study abroad consultancy Counsellor, a business setup firm Consultant, each in the same list with what that job needs.
Admins change roles in the team list. Nobody changes their own role. Buttons a role cannot use stay visible but disabled with the reason, so people learn what to ask for. Settings are split the same way: personal sections such as your profile and appearance for everyone, and workspace sections for owners and admins. Someone without access who follows a link to an admin page lands on their own profile instead.
02: PEOPLE
Invite by link, pause without losing work
An admin creates an invite link with a label and a role, copies it and sends it however they like. The link is shown once. Pending invites list their role and when they expire, and an admin can revoke any of them. If a link is lost, revoke it and make a new one.
When someone leaves, or you need to pause their access for a while, suspend them instead of removing them. They are signed out at once and see nothing, even in a tab they already had open. Their chats, deals and records stay exactly as they were, so you can hand them to someone else. They drop out of assignee lists, notifications and the AI's team list. Unsuspend them and everything comes back.
Only a higher role can suspend
The owner can suspend admins and below. An admin can suspend agents, viewers and job roles, never another admin or the owner. Nobody can suspend themselves.
A clear message for them
A suspended member's sign-in page tells them to contact their owner or admin.
Removing is still there
Admins can remove a member for good, except the owner or themselves. Admins can also set a teammate's password directly, never the owner's or their own.
Who's in today
The team list shows each person's photo, role, the date they joined, and whether they are online, away or offline with when they were last seen. The same presence shows when you assign or hand over a chat.
Signing out everywhere
Each person can change their password and sign out of all their devices at once.
03: ALERTS
The right person hears, even away from the desk
A hot lead left waiting can book somewhere else. Everyone on RaabtaHQ has a bell in the header with an unread count, a short list, mark all read and a dismiss button on each row. Clicking a notification takes you straight to where it is dealt with. A full notifications page filters by where each one came from, with Unread and Everything.
Notifications cover the moments a person is needed. The assistant stops to ask your team a question. A chat is handed to a person. A hot lead has gone unanswered for the time you chose: 5, 10, 15 or 30 minutes, 10 by default, or off.
On WhatsApp, only if it waits
Add your number and anything you have not opened in the app within fifteen minutes is sent to your phone on WhatsApp. Nothing is sent straight away, so it never doubles up while you are at your desk.
Your own choice, per source
Each person switches each kind of notification on or off for themselves. New kinds start switched on.
Nothing piles up
While one notification is unread, another about the same thing is not added. When a teammate answers the assistant's question, it disappears from everyone else's bell.
Only for the person it's meant for
Nobody else can read your notifications, and they cannot be faked from a browser.
A sound if you want one
A notification sound for new messages can be switched on or off from the header.
04: SETUP CHECKLIST
A checklist that knows what you've already done
A new account gets a short list of what must happen before it is ready for customers. Owners and admins see it on its own setup page, as a Finish setup row in the sidebar with the steps left, and as a card on the dashboard naming the next two. Agents and viewers never see it.
The core list: connect a messaging channel, set business hours, invite the team, connect an AI model, create an assistant and give it a channel, set up the sales pipeline, add or import contacts, get a WhatsApp template approved, and add review links. Industry editions keep the first five and add their own, such as doctors, working hours and treatments for a clinic.
It ticks itself
Each item checks your account's real data, even when you come back from another tab. The few it cannot check say tick this yourself. Once ticked, an item stays done.
It gets out of the way
It closes itself when the last item is done, or early with Mark setup complete. You can reopen it from the settings overview, progress kept.
05: SETTINGS AND SMALL THINGS
Settings you set once, and shortcuts you use daily
Settings open on an overview with status tiles for your channels, templates, currency, tags and fields, appearance, members and your own role.
Business hours
Your timezone and opening hours, day by day. The assistant's only-when-closed mode and your bookings follow them.
Your own currency
A default currency for new deals and every pipeline and dashboard total.
Fields and tags
Create, rename and recolour tags, and add custom fields for contacts.
Plan usage
Owners and admins see meters for members, contacts, broadcasts and review requests this month, and the monthly AI budget. We agree the limits with you.
⌘K anywhere
Ctrl+K or ⌘K finds pages and contacts by name or phone from two letters. On industry accounts it also finds record codes such as a patient code.
Light, dark and your accent
Each person picks light, dark or system, and one of five accent colours, on each device.
The honest part
What it won't do
Transfer ownership from the role list
Ownership is not one of the options when an admin changes a role.
Free a seat by suspending
A suspended member still counts as a seat until they are removed.
Let anyone change their own role
Or suspend themselves, or act on someone of the same or higher role.
Let people sign themselves up
There is no self-serve signup. Your account starts with us, and your team joins by invite.
Ping your phone for every message
WhatsApp alerts cover only the notifications you switch on, and only once they have sat unread for fifteen minutes.
Set its own limits
Plan limits and the AI budget are agreed with RaabtaHQ, not changed in your settings.
Works with
This page
Team and control
Industry editionsjob roles such as Doctor or Counsellor
- Team and control
- Shared inboxassignment and who is online
- AI that works on its ownapprovals need an admin
- Lead alertsthe Hot leads notification
- Your own number (unofficial)private numbers per member
- Securityroles decide what each person sees
- Industry editionsjob roles such as Doctor or Counsellor
Questions about your team
Asked by owners handing over the keys
What happens to someone's chats when they leave?
Suspend them. They are signed out at once and can no longer sign in, and their chats, deals and records stay where they are for you to reassign. If they come back, unsuspend them and everything returns.
Can a front desk person read chats without replying?
Yes, give them the Viewer role. They can read everything, and every send button is shown disabled with the reason.
Will I get a WhatsApp message for every customer message?
No. WhatsApp delivery covers your notifications, such as a hot lead waiting or a chat handed to you, and only when you have not opened them in the app within fifteen minutes. You choose which kinds you get.
Do doctors or counsellors get their own role?
On an industry edition, yes. Job roles such as Doctor or Counsellor sit in the same role list and see what that job needs. On a clinic account, for example, a doctor sees only their own patients' records unless the clinic chooses otherwise.
Who can approve what the AI wants to do?
Admins. When the assistant asks for approval, the request goes to Needs you and the bell, and only an admin can approve or decline it.
Book a demo
Set your team up right from day one
A 30-minute call. We walk through roles with your real team in mind, show the setup checklist, and send a test alert to your phone.
- Who sees what, by role
- Invite and suspend
- An alert on the bell and on WhatsApp
We reply in under an hour.