Named accounts instead of a shared password

The most common way a small business manages a tool is one login that four people know. It works until somebody leaves, until two people change the same setting, or until you need to know who did something. Premium gives your business named accounts with roles for up to five people, the owner included, and that is enough to fix all three.

Three roles, and what each is for

Role	For	Can
Owner	The person who is accountable for the business	Everything, including inviting and removing people and changing roles
Administrator	A manager you trust with the settings	The business information, the knowledge, connections, inquiries, cases and the team
Operator	Whoever answers customers	Read and reply to conversations and inquiries, take a chat from the assistant, add notes

The operator role is the useful one in practice: the person on your front desk can answer customers all day without being able to change what the assistant says to everybody else, which is both safer and kinder to them.

Invitations that cannot be passed around

You invite somebody by e-mail and they set their own password. The invitation is single-use and expires, only its hash is stored rather than the link itself, and it counts against your seats while it is pending - so an invitation nobody accepted does not quietly consume a place for ever. An invitation can be revoked before it is used.

Seats are five including the owner. A pending invitation is a seat; so is an account you forgot to remove. That is worth a look once a quarter.

Who did what, and when

Every management action is written to an audit trail with the named account that did it and the time: a change to the knowledge, a setting, an inquiry status, a connection, a file downloaded, an export taken. Refused attempts are recorded too, which is the part people do not expect and the part that matters - an account trying to reach something it may not see is worth knowing about.

This is the thing a shared password makes impossible. With one login, "who changed the opening hours?" has no answer.

Taking a chat, and handing it back

One person holds a conversation at a time. When an operator takes a chat the assistant stops answering it, so the customer is never talking to two voices at once, and when the conversation is released or ended the assistant resumes only if that channel is set to let it. An owner or administrator can take a conversation somebody else is holding - useful when a colleague has gone home mid-thread. See handing a chat to a person.

When somebody leaves

Revoke their membership and their access ends immediately, including any conversation they were holding, which is handed back rather than left stuck. There is no shared secret to rotate and nothing to tell the rest of the team. The audit trail keeps what they did, which is the correct behaviour: removing a person should not erase the record of their work.

The last owner cannot be removed, so a business cannot accidentally lock itself out of its own cabinet.

What Allinaa's own staff can see

Worth stating, because it is the question this page raises. Allinaa staff do not read your conversations or your customers' details as a matter of course - not even a platform administrator. Reading customer content requires a time-limited support grant with a stated reason, which expires, and every read under one is logged where your business can see it. Staff do see metadata - counts, whether something failed - because the service has to be run. See the security questions worth asking.

Setting it up in ten minutes

1. Decide who is the owner. One person, accountable, not a shared mailbox.
2. Give administrator only to people who should change what the assistant says.
3. Give everybody else operator. Most of your team belongs here.
4. Stop using the shared login the same day, so nobody has a reason to go back to it.

See one inbox for what operators spend their day in, and Standard against Premium for what else comes with it.