Users and roles

Nudge is invite-only. An address nobody invited cannot sign in, however valid its Google account is. Someone who isn’t invited gets a Not invited yet screen naming the Google account they tried, with a button to use a different Google account. Either an admin invites that exact address, or they sign in again with the Google account their invite went to. Where people live depends on the workspace:

• HubSpot workspace: everyone who signs in is under Settings → Users. Contact owners come from HubSpot and have their own Contact owners page. See Contact owners on a HubSpot workspace below.
• Standalone workspace: the people who work leads are on Contact owners in the sidebar, and the admins are under Settings → Admins. See Contact owners and admins below.

In Turkish, Contact owners is labelled Ekip. A contact’s assigned owner is still called Sorumlu. On both, everyone on the team can open Contact owners and read every person’s page; members can change only their own photo, booking page settings and hours per meeting type there. Photo: the picture beside a person’s name on their page is the one Nudge shows wherever they appear: next to their notes, on deals, in the account menu, and on their booking page and its link preview. Click it to choose a picture, or drop or paste one onto the page; Nudge crops it to a square. Remove photo goes back to the picture from their Google sign-in, or to their initials. Each person can set their own, here or under Settings → Profile (which also works for someone who owns no contacts); an admin can set anyone’s, which is how a HubSpot owner without a Nudge login gets one.

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The first admin on your own backend

On a workspace that runs on your own backend, the Google account that set it up is the first admin, and at first the only person who can sign in. Open your address and sign in with that same account. From there it works like any standalone workspace: invite the people who work leads from Contact owners, and other admins under Settings → Admins. Add a second admin early. Nudge never lets the last admin go, so a workspace with one admin depends on one Google account.

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Inviting someone

Add user takes an email address and sends the invite. On a standalone workspace the button is Add contact owner on Contact owners (it invites a member) or Add admin under Settings → Admins. Until they sign in for the first time they sit in a Pending invites list, where you can revoke the invite if you sent it to the wrong place. Revoking an invite has no effect on anyone who already has an account.

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The two roles

• Member works leads. Contacts, inbox, calls, messages, deals: everything the daily job needs. They also see the whole picture: every automation (opened read-only, so they can follow its logic), the Activity feed, the send queue, every call transcript, the channels themselves (the voice agent that called a contact, its script and hours, the WhatsApp number and assistant that answered, the email sender) and, on a standalone workspace, who else works leads on Contact owners. All of it read-only. They cannot change settings, edit automations, or manage people.
• Admin does all of that plus configuration: automations, templates, fields, connections, API keys, and inviting or removing users.

The line is writes, not reads. A member should never have to ask “why did this contact get a message?” A member cannot answer “let’s change that” themselves. Give reps Member. Keep Admin for the one or two people who actually own the setup, because an admin can change automation that messages your entire database. Two guard rails you will run into by design: you cannot change your own role, and you cannot remove the last remaining admin — neither by demoting them nor by revoking their access. A workspace with no admin has no way back in.

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Approving and removing access

Users you have invited show a status. You approve, reject, deactivate or reactivate from the same table. Deactivating is the one to reach for when someone leaves: it cuts their access immediately while their history stays intact. Nobody is ever deleted, and that is deliberate. Everything a person did — the messages they sent, the notes they wrote, the changes they made — stays attributed to them. Instead, revoked people drop out of the list behind a Show N revoked link at the bottom, and searching by name still finds them. Reactivating brings someone back exactly as they were. If a status was set with a reason, hover the status to read it, along with who set it and when.

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Contact owners and admins (standalone)

A standalone workspace has two kinds of people, and each has its own place. Contact owners work leads. Every member is one, and so is every admin unless you switch them off. They are listed on Contact owners in the sidebar with their contacts, WhatsApp number and working hours. Your own row comes first, marked You. Everyone on the team can open this page; members see it read-only. Click a row to open that person. Members see the same page, read-only:

• Calendar: working hours (days, times and timezone), which decide when their contacts get messages and when they can be booked for meetings. If meetings are on, the card also shows where their meeting invitations go and whether their own Google Calendar is connected. Connecting is optional and only the person can do it; it lets Nudge see when they’re busy and turns on their booking page (see Meetings). An admin can disconnect it. With meetings off, the card is called Hours.
• Booking page: if meetings are on, the link to their public booking page with Copy link, and what they can be booked for: phone, video or in person, the lengths they offer, and the days and times the page offers (see Meetings). Until their calendar is connected, these settings show greyed out. Each person can change their own Booking page card, their own hours per meeting type and their own calendar connection; those are the only parts of their page a member can edit.
• Meeting types: the team meeting types they’re on, each with when it can book them. Default means they use their working hours for that type. Set my times sets other hours for one type only; they can fall outside the working hours. An admin sees Set times on anyone’s page. A warning sign means those hours are too short for one meeting; click it to read why.
• Sending: the WhatsApp number their messages go out from.
• Contacts: how many they own, with a link to that list.
• Status: Set inactive for someone who has left. They can’t sign in any more, and they stop being offered as an owner anywhere you assign contacts: the contact page, the Contacts table, forms, automations and Bulk Action. They keep the contacts they already own, and their history keeps their name. Set active undoes it. A pending person gets Approve or Reject here instead.

Inactive people leave the main list and sit behind Show inactive under it. A search still finds them. Owners without a login can be set inactive too. The No owner row is for contacts nobody owns. Give it a number and hours, and automation uses those when it sends to them. A row marked No login owns contacts but has no account. Admins are listed under Settings → Admins, in a table with each admin’s name, email address and their Contact owner switch. That is the only place roles change: Add admin (above the table) makes a member an admin or invites a new address, and the row menu has Make member and Revoke access. Click an admin to open their page, the same page every contact owner has: their WhatsApp number, working hours, booking page, meeting types and contacts. For an admin who doesn’t own contacts, the page says so, and they have no public booking page, because everyone who books through one becomes the host’s contact. Each admin has a Contact owner switch. Turn it off for an admin who doesn’t work leads, like an owner who only runs the setup. They leave Contact owners and stop appearing anywhere you assign contacts: the owner picker on a contact, Assign to in automations and Bulk Action, a form’s default owner, and owner filters. Their access doesn’t change. You can’t switch someone off while they still own contacts; reassign those first. Making an admin a member turns the switch back on, because members always own contacts.

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Contact owners on a HubSpot workspace

On a HubSpot workspace, the owners come from HubSpot. Contact owners lists everyone who owns contacts in Nudge, plus anyone who hosts a meeting type, with their contacts, WhatsApp number and working hours. Admins can change the WhatsApp number right in the table. Owners HubSpot has deactivated show Deactivated. Click a row to open that person’s page, the same one a standalone workspace has: their WhatsApp number, their working hours, their booking page and meeting types if meetings are on, and how many contacts they own with a link to that list. The No owner row opens its page too, where you set the number and hours used for contacts nobody owns. HubSpot decides who is an owner, so you can’t add, rename or remove owners in Nudge. Do that in HubSpot. Signing in is separate: logins are under Settings → Users, and an owner doesn’t need one.

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Linking a login to its owner

When someone who signs in is also a HubSpot owner, link the two in the HubSpot owner column on Settings → Users. A login whose email is that owner’s email in HubSpot links by itself and says by email. For anyone else, pick the owner yourself, for example a person who signs in with a personal address. Several logins can be the same owner, for someone who signs in two ways. The link decides which contacts, booking page and WhatsApp number count as that person’s own, and whose name goes on the notes they write into HubSpot. A linked owner shows On Nudge beside their name on Contact owners and on their page, and clicking a linked user on Settings → Users opens that same page. Only admins can set or change a link.

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Notifications

Everyone chooses what they want to hear about, in the bell or by email, per event. The settings are on your own profile page: open the menu under your name and choose Settings. Click (i) beside an event to read what it covers. Every event starts with the bell on and email off. A notification goes to the person who has to act on it, so you only hear about contacts you own. Your contacts is on everyone’s page:

• Contact replied: a contact you own replies on WhatsApp or by email, or sends a document through their upload link. You get at most one per contact every six hours. If a trigger, a bulk send’s tap follow-up or an assistant has already answered the reply, you don’t get one.
• Assigned to you: a new contact lands on you, or someone (or a trigger) moves a contact to you in Nudge. You don’t get one for a contact you moved to yourself.
• Task due: a task you set reaches its reminder time.

Contacts nobody owns don’t notify anyone; their replies wait in the Inbox. On a HubSpot workspace, these notifications reach you once your login is linked to your HubSpot owner (see Linking a login to its owner). Until then, your page says so. Workspace is for admins only: Sync failed when a HubSpot lead pull or a write fails, Call budget when call spend passes 80% and then 100% of the monthly budget, and Template category changed when Meta files a WhatsApp template under a different category than the one it was submitted as (usually Utility approved as Marketing, which costs more per message). Repeated sync alerts update at most once an hour for the same problem, so a failure repeating every minute cannot flood you. A new problem can alert immediately. Calls finishing and status changes are not notifications. You can see them in Activity and on each contact.

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Using the bell

The bell shows your unread notifications as a simple list. On the full notifications page, switch between Unread and All to include notifications you have read and problems already resolved. Opening the bell does not mark anything read. Click a notification to read it and open the relevant contact, task or settings. Repeats fold into one row with a count such as ×3. Use Clear beside a notification, or the Clear all icon in the bell’s header to dismiss all your current notifications, including those not loaded yet. You have ten seconds to Undo. Clearing changes only your list; it does not fix the underlying problem. Connection and sync alerts clear from Unread when the affected connection or operation recovers. Task reminders clear when the task is completed, removed or postponed. Resolved rows remain in All, labelled Resolved. A completed lead pull does not clear a separate failure to write a change back to HubSpot. Click Open notifications in the bell’s header for the full page with its Unread / All switch. Use Load more to see older notifications. Notifications are automatically deleted 30 days after their latest occurrence, whether read or unread. There is no notification archive. Use Activity and the contact timeline for the underlying events, subject to their own history limits.