Teams & Collaboration

PepoSmart lets you invite teammates, share events, and route bookings across your team. Every team has one owner, and each teammate joins as an admin or a member with permissions you control. This guide covers inviting people, roles and permissions, seats and billing, team events with automatic host assignment, and day-to-day team management.

Inviting Team Members

Open Team from the sidebar and use Invite Member to add someone:

1. Enter the person's email address.
2. Optionally grant Admin access. Admins get full team access (more below).
3. For a regular member, choose their permissions: Can host events and Can view meeting notes.
4. Send the invitation.

The invitee receives an email invite with a secure link. When they open it and sign in, they accept the invite and join your team. Invitations are valid for 14 days, after which they expire and you'll need to send a new one.

Roles & Permissions

Every member of a team holds one of three roles:

• Owner — the person who created the team and pays for the subscription. There is exactly one owner. The owner always has every permission, cannot be removed, and their role and permissions cannot be changed.
• Admin — full access to manage the team: invite and remove members, change permissions, and manage team events. Admins automatically have both permissions below enabled. The one thing an admin cannot do is remove or demote the owner.
• Member — a standard teammate whose access is defined by the two permissions below.

Permissions

• Can host events — the member can be added as a host on team events, so bookings can be assigned to them.
• Can view meeting notes — the member can view the team's AI meeting notes, transcripts, and summaries.

Admins and the owner always have both permissions on. For members, you set each permission independently when you invite them and can adjust them at any time.

Seats & Plans

Team size is tied to your plan, and paid plans are billed per user (per seat):

• Free — owner only. The Free plan doesn't include teammates, so you'll need to upgrade to invite anyone.
• Any paid plan (Starter, Professional, Business) — unlimited team members. There's no seat cap: add as many teammates as you like, and each one is billed as a single seat on your subscription.
• Enterprise — effectively unlimited seats.

Pending invites count as a seat. On the Free plan this means an outstanding invite fills your only slot until it's accepted or revoked. On paid plans each invite you send reserves a seat that will be billed once accepted.

Team Events

A single event can have multiple hosts. When someone books a team event, PepoSmart automatically assigns the booking to an available host using round-robin distribution, so bookings are spread across your team rather than landing on one person.

When choosing a host for each new booking, PepoSmart considers:

• Each host's availability — their weekly schedule, timezone, minimum notice, buffers, and existing bookings. A host who is busy or off is skipped.
• Meeting limits — if a host has already reached their per-day, per-week, or per-month meeting cap for that period, they're skipped and the booking rolls to the next available host.
• Fair distribution — among eligible hosts, PepoSmart favors those with fewer bookings and who were assigned least recently, so meetings even out over time.

Only members with the Can host events permission can be added as hosts. Configure each host's schedule and limits under Availability, and set up your team events under Events & Booking.

Managing Your Team

Changing Permissions

Owners and admins can update a member's access at any time from the Team page: switch someone between admin and member, or toggle their Can host events and Can view meeting notes permissions. Promoting a member to admin turns on both permissions automatically. The owner's role and permissions can't be changed.

Removing Members

When you remove a member from the team, PepoSmart automatically:

• Removes them from any team events they were hosting.
• Revokes any outstanding invite tied to their email so it can't be reused.
• Frees up their seat.

The owner cannot be removed. Seats are synced with billing automatically whenever members join or leave: adding a teammate adds a billed seat, and removing one frees a seat, credited on your next invoice. There's nothing extra to update on the billing side.

Need Help?

If you have questions about teams, seats, or host assignment, check our Troubleshooting Guide or contact support. You may also want to read about Events & Booking, Availability, and Plans & Billing.