Managing your team and roles

Everyone on your Letterhead team has one of four roles. Company administrators invite people and decide what they can reach, from your company’s Settings → Teams page.

The four roles

Role	Who it’s for	What they can reach
Company admin	The people who run your Letterhead account	Everything: the company workspace and every channel
Billing admin	A company admin who also looks after payment	Everything a company admin can, plus your plan, payment method and invoices
Channel admin	Someone who runs one or more newsletters	Everything inside the channels they’re given, including audience and channel settings
Content contributor	Writers and editors	Building and scheduling newsletters in the channels they’re given

Each role includes everything the role below it can do in the same channel. If the company and channel levels are new to you, read Understanding company and channel workspaces first.

Company admin

A company admin works in the company workspace and can open every channel. They can:

• see performance across every channel on the company Home and Analytics pages;
• manage your company audience, company templates, brand kits, the image gallery and company-wide promotions;
• watch automations and sends across the company in System Monitor;
• change company settings: your team, sending connections and domains, verified senders, integrations, API keys, MCP connections and signup pages;
• do everything a channel admin can in any channel.

Billing admin

Billing access is a switch on a company admin, not a separate seat. A company admin with billing access can see and change your plan, payment method and invoices, and give billing access to other company admins. It’s only offered where your account manages billing in Letterhead.

Channel admin

A channel admin works inside the channels they’re given and doesn’t see the company workspace. In each of their channels they can:

• add, edit, import and export contacts, and create tags and segments;
• create, schedule and send newsletters, and set up automations;
• manage the channel’s content library and templates;
• see the channel’s dashboard and reports;
• change the channel’s Settings: its details and branding, sender and sending domain, look and feel, archive visibility and integrations. Audience policies such as double opt-in are set for you, though a channel admin can turn double opt-in on or off for their own channel.

They can’t change company settings, manage the team, or see other channels.

Content contributor

A content contributor focuses on newsletters. In each of their channels they can:

• create newsletters from scratch, from a template or by copying a past one, then preview, test and schedule them;
• set up automations;
• add stories to the content library and create templates;
• see the channel’s dashboard, and its archive when the channel’s archive is switched on.

They can’t manage contacts, tags or segment definitions, change channel settings or manage the team. When scheduling a newsletter, they can still choose from the channel’s existing segments. The content contributor role is part of plans that include roles and permissions; on other plans everyone is an administrator.

Invite a team member

You need to be a company admin.

1. Open the company workspace, then go to Settings → Teams.
2. Choose Invite team member and enter the person’s name and email address.
3. Choose their access:
   • turn on Company Administrator to make them a company admin, and Billing access if they should also manage billing;
   • otherwise, under Channel Access, choose Administrator or Contributor and pick the channels they can reach.
4. Choose Send invite.

How many people you can invite depends on your plan’s seats.

What your new team member does next

They get an email from [email protected] with the subject “You were added to the [team name] team on Letterhead”. Ask them to add that address to their contacts so it doesn’t land in spam. The Log in to Letterhead button takes them to a page to set a password the first time; after that they sign in at your Letterhead address with their email and password. Letterhead also asks them to set up multi-factor authentication.

Change someone’s access or remove them

On Settings → Teams, select the person to change their role, billing access or channels, then choose Save changes. To take away their access, choose Remove team member. Removing someone can’t be undone, but you can invite them again.

Manage your company team by asking Penpal

If you’re a company administrator, you can ask Penpal who is on your company team and change what someone can reach, without opening your company’s Teams page in Settings. You can do the same from your own AI tool when it’s connected to Letterhead and signed in as you.

See who is on your team. Ask “Who is on my team?”, “Who can reach the Daily newsletter?” or “Who are our administrators?”. For each person, Penpal tells you their name and email address, whether they’re a company administrator, whether they have billing access, their role, and the channels they can reach. A company administrator reaches every channel, so no channels are listed for them. Letterhead support staff aren’t listed, just as on the Teams page.

Change someone’s access. Ask in plain words, for example “Make Cal a company administrator” or “Give Cal Content Contributor access to the Daily and the Weekly, and nothing else”. You can change:

• whether they’re a company administrator, who reaches every channel and the company settings;
• their role on their channels, Administrator or Content Contributor, and which channels they reach (the channels you name replace the ones they have now);
• whether they have billing access, where your account manages billing in Letterhead. Only a company administrator can hold it, and only someone who holds it can change who does. Where billing isn’t managed in Letterhead, a billing change is left out and the rest of the change still goes ahead.

Penpal changes nothing until you’ve seen what will happen. It first shows you the person’s access now and what it will be after the change, then waits for you to say yes in your next reply. The change follows the same rules as the Teams page, including your plan’s limits, and you can’t change your own access this way: ask another company administrator.

Only a company administrator can see or change the team like this. If you have access to only some channels, Penpal can’t do it for you, and an AI tool connected with an API key, rather than signed in as you, is refused.

About support staff

When Letterhead staff step into your account to help you, they do not appear in your team list — you only ever see your own colleagues. Any access support grants itself is temporary by default and expires automatically after a set number of days (7 by default).

Related

• Understanding company and channel workspaces
• Getting ready for your first send
• Working in Settings
• Letterhead glossary