My Team — Nexwin Help

Overview

What is My Team?

My Team lets owners and admins invite colleagues to the account so the AI can book appointments with specific team members. Each member can have their own timezone and lead time, giving you fine-grained control over when the AI offers availability for each person.

Invite by email

Send an invitation link to any team member. They register and are immediately linked to your account.

Per-member availability

Each member's timezone and lead time controls how the AI checks and offers their appointment slots.

Role-based access

Assign Admin or Member roles to control what each person can see and change in the app.

Inviting Members

Sending an invitation

Only owners and admins can invite new team members. The invited person receives an email with a link to complete registration.

1

Open My Team

Navigate to My Team from the sidebar. Click Invite Team Member.

2

Fill in details

Enter the member's first name, last name, and email address. Choose their role (Admin or Member).

3

Set timezone and lead time

Set the member's timezone and minimum booking lead time. These can be changed later in Edit Settings.

4

Send invitation

Click Send Invitation. The member receives an email with a link. Once they complete registration, they appear in the team list.

Pending invitations Invitations that haven't been accepted yet appear as "Pending" in the team list. You can revoke a pending invitation at any time.

Roles

Admin vs Member

Each team member is assigned one of two roles that controls their access level within the app.

Feature	Admin	Member
View Calendar & Appointments	✓	✓
Edit own profile & settings	✓	✓
Connect Zoom account	✓	✓
Invite & manage team members	✓	✗
Billing & subscription	✓	✗
Call History	✓	Optional — toggle in Member Access
Chat History	✓	Optional — toggle in Member Access
Knowledge Base	✓	Optional — toggle in Member Access
AI Setup configuration	✓	Optional — toggle in Member Access

Use Member for most staff Assign the Member role to team members who only need to manage their calendar and connect their Zoom. Reserve Admin for team leads who need full configuration access. Members can additionally be granted view access to Call History, Chat History, Knowledge Base, and AI Setup — see Member Access below.

Member Access

Granting members access to extra sections

When you invite or edit a Member (the non-admin role), you can selectively grant them access to specific sections of the app. By default a Member only sees the Calendar, their own profile, and Zoom Connect — turn on individual toggles to give them more.

Toggle	What it unlocks
Call History	The member can view Nexwin AI Receptionist call history (recordings, transcripts, summaries).
Chat History	The member can view Nexwin AI Chatbot chat conversations.
Knowledge Base	The member can open and edit the Knowledge Base — add URLs, upload documents, build the AI's knowledge.
AI Receptionist Setup	The member can open AI Setup and edit the AI receptionist configuration (business essentials, voice, conversation flow, call transfer, etc.).

Admins always have access These toggles only appear for the Member role. Admins automatically have access to every section, and the team list shows no extra badges next to their name. The toggles also do not apply to the account Owner.

Quick visual check Members with extra access show coloured pill badges next to their name in the team list — Calls, Chats, KB, and AI Setup — so you can see who has what at a glance. Changes take effect immediately the next time the member loads the app.

You can change these toggles at any time from Edit Settings — see Editing Settings.

Timezone

Per-member timezone

Each team member has their own timezone setting. This is used by the AI when checking that member's availability and evaluating their working hours against the business hours schedule.

Why this matters If your team has members in different locations — for example one in Sydney and another in Perth — set the correct timezone for each so the AI offers appointment slots that are within their actual working hours, not the account's default timezone.

Scenario	What to set
All team in same city	Use the same timezone as your Business Hours setting (default). No change needed.
Member in a different state or country	Set their individual timezone to their local timezone — e.g. `Australia/Perth` for a Perth-based team member.
Timezone not in the list	The member's browser timezone is detected automatically at registration and added to the list if not already present.

Default timezone A member's timezone is automatically set to their browser's detected timezone when they register. You can override it at any time in Edit Settings.

Lead Time

Minimum booking lead time

Lead time is the minimum notice required before a new appointment can be booked for this team member. The AI will not offer any slots that start sooner than the lead time from right now.

Example If lead time is set to 30 minutes and it is currently 2:00 PM, the AI will not offer any appointments before 2:30 PM — even if that member is otherwise available.

Lead Time Option	When to use
No lead time (0)	Slots can be booked right up to the start time. Suitable for walk-in or immediate availability scenarios.
15 – 60 minutes	For team members who need a short heads-up before an appointment — travel time, preparation, or review.
2 – 4 hours	For appointments that require moderate preparation — e.g. custom quotes, specific materials, or coordination.
24 hours	For bookings that need at least a day's notice — useful for complex services or planning-intensive work.

Available options: No lead time · 15 min · 30 min · 45 min · 60 min · 75 min · 90 min · 105 min · 120 min · 3 hr · 4 hr · 5 hr · 6 hr · 7 hr · 8 hr

Editing Settings

Updating a member's timezone or lead time

You can update timezone and lead time settings at any time from the team member list.

1

Find the member

Go to My Team. Locate the team member in the list — their current timezone and lead time are shown below their name.

2

Open Edit Settings

Click the settings icon (or Edit Settings) on the member's row. The Edit Settings modal opens showing their current values.

3

Update and save

Change the Timezone, Lead Time, or any Member Access toggle (Members only). Click Save Changes. Changes take effect immediately for the next call, availability check, or page load.

Self-editing Team members can also edit their own timezone and lead time from their profile settings, without needing an admin to do it for them.

Removing Members

Removing a team member

Removing a member revokes their access to the account and deletes all their linked calendar connections (Google Calendar, Outlook).

This action is permanent Removing a member also deletes their Google Calendar and Outlook calendar connections. Any appointments assigned to them in the calendar remain, but the connection to their external calendars is lost.

Click the remove icon on the member's row in My Team.
A confirmation dialog appears — confirm to proceed.
The member loses access immediately. They cannot log in to this account once removed.

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