Invite your team to DarkFunnels: choose which apps each person uses and whether they see the balance, remove access, and use one account in several businesses.
Your business doesn’t have to be run by one person alone. From Personas y
accesos (“People and access”) you invite the people who help you by email —
whoever answers the chats, whoever ships the orders, whoever keeps the books —
and you decide, app by app, what each one can use.This guide covers how to invite, what each person sees depending on what you
give them, how to take an access away, and what happens when the same account
is in two businesses.The dashboard interface is in Spanish, so buttons and menus are named here in
Spanish with the English meaning in parentheses.
Where it is. In the left-hand menu, open Administración
(“Administration”) and press Personas y accesos. (Direct:
optimind.darkfunnels.ai/personas-accesos.)
Inviting and handing out access is for whoever manages the team. At the
start, that’s you: whoever creates the account gets full access. Anyone who
doesn’t manage the team sees this screen read-only: it works as a directory
for them, but they don’t get the Invitar (“Invite”) button and can’t flip a
switch.
Under the Personas y accesos title you’ll see how many people and areas
your business has. Inviting and handing out access is done in the Pirámide
(“Pyramid”) tab.
Zone
What it is
The top bar
The search box (“Buscar persona, puesto o área…”, “Search person, position or area…”) and, on the right, the + Área (”+ Area”) and Invitar buttons.
The tray
It appears when there’s something to deal with: Invitaciones pendientes (“Pending invitations”) and Sin puesto asignado (“No position assigned”), each with its count.
The pyramid
Your areas and their positions, with who fills each one.
The right-hand panel
At rest it’s called Herramientas (“Tools”). When you press a person’s name, it becomes their Ficha (“Profile card”).
Personas y accesos: at the top, the tray (one pending invitation and one person without a position); below, your team in the pyramid and, on the right, a person's profile card with «Qué puede ver y hacer» (What they can see and do) and one switch per app.
Your business already comes with one area and one position. The area is
called General and the position, Titular (“Holder”): you fill it. For
your team you can create more positions with + Puesto (”+ Position”),
inside the area (for example, “Salesperson” or “Dispatch”), and more areas with
+ Área.
It’s at the top right, next to + Área. The right-hand panel turns into
Sumar persona (“Add person”), with two tabs: Invitar nueva persona
(“Invite new person”), which is the one that opens, and Asignar
existente (“Assign existing”), which is for putting someone who is
already inside into a position.
2
Type their email and, if you can, give them a position
In Correo de la persona (“Person’s email”). The invitation will arrive
at that email, and that’s the email they’ll sign in with afterwards.Below is Puesto propuesto (“Proposed position”): choose one of your
positions or leave it on — Sin puesto por ahora — (“No position for
now”). If they’re going to use the Copilot, give them a position:
without a position, their copilot can’t do some actions (it’s explained
further down).
Don’t have a position for them yet? Press Cancelar (“Cancel”) and, in
the pyramid, the + of the General area. The panel opens already
inside that area and comes with + Crear puesto nuevo aquí (”+ Create
new position here”).
3
Choose what they'll be able to use
In Qué podrá usar (“What they’ll be able to use”) there are starting
points so you don’t have to go one by one:
Preset
What it gives them
Equipo de ventas (“Sales team”)
Ventas (“Sales”), Calendario (“Calendar”), Órdenes (“Orders”) and Copiloto (“Copilot”), out of those you have active.
Personalizado (“Custom”)
“Eliges tú, app por app.” (“You choose, app by app.”)
(Some accounts show an extra preset.)Below are the same switches they’ll have on their profile card, in two
groups: Apps and Accesos especiales (“Special access”). Adjust
whatever you want: as soon as you touch a switch, the preset changes to
Personalizado.
The «Sumar persona» (Add person) panel: the email, the position, «Qué podrá usar» (What they'll be able to use) with the «Equipo de ventas» (Sales team) preset selected and its switches and, at the bottom, the scope and what happens on sending.
No preset includes the balance. If you want that person to see the
balance, top up or see the invoices, switch on Ver saldo y facturación
(“See balance and billing”) by hand, under Accesos especiales.
4
Leave the scope on the whole business
In Alcance (“Scope”) you’ll see “Toda la empresa (recomendado).”
(“The whole business (recommended).”). Leave it like that.If you chose a position, or opened the panel from an area’s +, the
Solo dentro del área… (“Only within the area…”) checkbox also appears.
Don’t tick it unless you know why you want it: when you tick it, the panel
warns that some apps don’t recognize area permissions yet.
5
Check «Al enviar» and press «Enviar invitación»
The small Al enviar (“On sending”) table tells you what happens at each
moment:
Ahora (“Now”): the invitation is created, and it expires in 7
days. Nothing else changes.
Al aceptar (“On accepting”): they join your business and get what you
chose. If you gave them a position, they fill it and appear in the
pyramid; if not, they appear in Sin puesto asignado.
If you didn’t tick anything, the invitation doesn’t go out and the panel
tells you so: “Elige qué podrá usar: sin ninguna app, entraría sin ver
nada” (“Choose what they’ll be able to use: with no app, they’d get in
without seeing anything”).
6
Keep the link, in case the email doesn't arrive
The panel shows Invitación creada (“Invitation created”) and tells you
whether the email went out. Below is the Link de activación
(“Activation link”) with the Copiar (“Copy”) button.That link isn’t shown again once you leave this screen or reload it. If
the email didn’t go out, copy it now and send it yourself, for example by
WhatsApp. Press Listo (“Done”) to close.
Nobody gives what they don’t have. If someone else manages the team with
you, they can hand out only the access they have themselves. Everything else
shows up locked for them with the notice “No lo puedes dar: tú no lo tienes.”
(“You can’t give it: you don’t have it.”)
They get an email with the subject “Te invitaron a unirte al equipo en
DarkFunnels” (“You were invited to join the team on DarkFunnels”) and the
Activar mi cuenta (“Activate my account”) button. At the bottom it
reminds them that the link expires in 7 days.The button opens the Activar tu cuenta (“Activate your account”)
screen, where they type Tu nombre (“Your name”), a Contraseña
(“Password”) and repeat it in Confirmar contraseña (“Confirm
password”). The password needs at least 8 characters, with letters and
numbers.When they press Activar mi cuenta, the account is created and the
dashboard sends them to sign in: they sign in with their email and that
password.
They don’t create another account or another password: they join with the
one they already have. You’ll know when you send it, because the
dashboard tells you that this person already has an account and joins with
it.They get an email with the subject “Moda Sol te invitó a su equipo en
DarkFunnels” (“Moda Sol invited you to their team on DarkFunnels”, with
your business’s name) and the Unirme al equipo (“Join the team”)
button. They’ll also see it when they open their dashboard.What they see step by step is in
One account in several businesses.
As long as nobody accepts it, the invitation lives in the tray, under
Invitaciones pendientes. Each row shows the email, the proposed position
(or sin puesto, “no position”) and how much time it has left: vence en 3d
(“expires in 3d”), vence hoy (“expires today”) or vencida (“expired”).
Copiar link (“Copy link”) appears only while you’re still on the screen
where you created the invitation.
Revocar (“Revoke”) cancels it: the activation link stops working. It asks
you to confirm first.
If you press the email, its profile card opens with what they’ll get on
accepting and the Revocar invitación (“Revoke invitation”) button.
An expired invitation doesn’t delete itself. It stays on the list marked
vencida, and while it’s there the dashboard won’t let you invite that email
again: it tells you “Ya existe una invitación pendiente para este correo”
(“There’s already a pending invitation for this email”). Revoke the expired one
and invite again.
Press their name — in the pyramid or in Sin puesto asignado — and their
Ficha opens on the right. At the top there’s a box, Qué puede ver y
hacer (“What they can see and do”), that sums it up in one sentence. For
example:
Lucía puede usar Ventas, Calendario, Órdenes y el Copiloto. No entra a
Inventario. No ve el saldo ni la facturación.
(“Lucía can use Sales, Calendar, Orders and the Copilot. She doesn’t go into
Inventory. She doesn’t see the balance or the billing.”)Below is their Puesto (“Position”), which whoever manages the team changes
right there, and four tabs:
Tab
What for
Apps
The switches. It’s the one that opens and the one you’ll use most.
Permisos (“Permissions”)
The detailed list of their permissions. They’re revoked from here.
Actividad (“Activity”)
The changes that person made (for example, permissions they gave or removed), out of your business’s last 60. What was changed for them shows under the name of whoever did it. Whoever manages the team sees it with the data.
Probar (“Test”)
An advanced tool to check whether they can do a specific action.
In the Apps tab there’s one switch for each app active in your
business, plus the special access. If an app isn’t active, it doesn’t appear
here.
Switch
What it opens for them
Ventas (“Sales”)
Conversations, contacts, agents and sales funnels.
Calendario (“Calendar”)
The appointment calendar, the services and their reminders.
Órdenes (“Orders”)
The orders with their status, their payments, their vouchers and their delivery.
Inventario (“Inventory”)
Warehouses, stock and movements of each product.
Facturación electrónica (“Electronic invoicing”)
The electronic receipts and invoices for sales (if you have the app).
Envíos (“Shipments”)
The dispatches with their courier, their tracking and their delivery (if you have the app).
Copiloto (“Copilot”)
The dashboard’s AI assistant. It sees and does only what that person is allowed to, and it spends the business’s balance.
Ver saldo y facturación (“See balance and billing”)
The business’s balance, top-ups, cards and invoices.
If your account has other apps active, their access appears here too.Each change applies instantly: when you switch an app off, that person
stops seeing its data on their next request, without being signed out. The
dashboard confirms it with a notice like “Órdenes: apagado para Lucía”
(“Orders: off for Lucía”).
Ventas is given whole. Whoever has Ventas sees all your business’s
conversations and contacts, and can work with your agents and their playbook.
There’s no finer permission, neither per agent nor per conversation:
assigning a chat to someone doesn’t stop someone else from opening it. Give
Ventas to whoever you’d trust with your whole inbox.
If the profile card only says Acceso total (“Full access”), that person has
the “todos” (“all”) permission: they see and manage everything, they have no
switches, and that access is changed in the Permisos tab.Whoever created the account appears as Acceso total (superadmin): they also
see and manage everything, but their switches do show underneath, and only a
superadmin changes them.
Each person sees in their menu the apps they can use. An app appears when
it’s active in the business and that person has its switch on. This applies
to the left-hand menu, the bottom bar on the phone, the ⌘K search and
Inicio (“Home”).Without Ver saldo y facturación, also:
they don’t see the Saldo (“Balance”) or Agentes contratados
(“Contracted agents”) in the top bar;
they don’t get Administración’s Dinero (“Money”) block (Saldo y
facturación, “Balance and billing”, and Consumo, “Usage”) or
Referidos (“Referrals”);
they don’t see the Crear agente (“Create agent”) button or the start-up
list on Home (“Pon tu empresa a operar”, “Get your business running”),
unless they manage the apps.
And without Ventas, they don’t get the browser notification bell.Personas y accesos is seen by the whole team; by those who don’t manage it,
read-only.If someone types the address of an app they don’t have by hand, the page
doesn’t break for them: they see “No tienes acceso a Órdenes” (“You don’t
have access to Orders”, or whichever app it is) with the message “Pídele
acceso a quien administra tu equipo.” (“Ask whoever manages your team for
access.”) and a button to go back to Home.
Their menu catches up without signing out. Their data is closed off
instantly, but the menu updates when they come back to the dashboard tab — at
most once a minute — or when they reload the page.
The copilot is one more switch. Without it, that person doesn’t see the copilot
button.With it, the copilot works with that person’s permissions: if they don’t
have Órdenes, their copilot can’t read your orders either. And what each person
talks about with their copilot is theirs: their conversations aren’t seen by
anyone else on the team, not even the owner.
Give a position to whoever uses the Copilot. Without a position, there are
actions their copilot can’t do: it will tell them they don’t have an active
position and to ask for one to be assigned. You give it on their profile card,
under Puesto, or with Asignar a puesto… (“Assign to position…”) if they
appear in Sin puesto asignado.
What the AI does spends the business’s balance, including your team’s copilot.
If you don’t want that spending, switch it off for them.
Open their profile card, Apps tab, and switch off the switches. It
applies instantly.If switching it off leaves them without Ventas, the message sends that
person left in the queue are cancelled; the notice tells you how many.
2
Check the «Permisos» tab
Whatever isn’t a switch — for example, managing the team or the apps — is
removed here. In this list each permission shows its technical name:
managing the team is “manage_grants” and managing the apps,
“manage_apps”.Press Revocar (“Revoke”) on the row that carries it and confirm with
Confirmar revocación (“Confirm revocation”). Revoking removes the
whole row, with everything it carries: before you confirm, the notice
tells you exactly what they lose.
3
If they hadn't signed in yet, revoke the invitation
In Invitaciones pendientes, Revocar. Their link stops working.
With everything switched off, their profile card says that when they sign in
they won’t see anything. They can still sign in with their email, but with no
apps and no balance. In Personas y accesos there’s no button to remove someone
from the business entirely; if you need that, write to us.
“Quitar del puesto” (“Remove from position”) doesn’t take apps away. That
button on the profile card only takes them out of the position: they keep their
account and their permissions, and move to Sin puesto asignado. That said,
without a position their copilot can no longer do some actions.
You can’t lock yourself out. If you manage the team thanks to a permission
someone gave you, the dashboard won’t let you remove the last one yourself: on
that permission you’ll see “Es tu acceso para administrar: no te lo quitas
tú.” (“It’s your access to manage: you don’t remove it yourself.”) Whoever
created the account doesn’t see that notice, because their full access isn’t
in that list. That way your business is never left without someone to manage
it.
The same email can be in several businesses: for example, yours and that of
a client who invited you. It’s the same account and the same password.To join another business, someone who manages its team has to invite you.
You can’t create a new business from your account, and signing up again with
the same email doesn’t create one either.Each business decides its own permissions: you can have full access in yours
and only Ventas in the other. And while you work in one, the dashboard shows you
that business’s things: its conversations, its customers, its balance.
It arrives with the subject “Moda Sol te invitó a su equipo en
DarkFunnels” (“Moda Sol invited you to their team on DarkFunnels”, with
the name of the business inviting you). Press Unirme al equipo (“Join
the team”).
2
Confirm with the account you already have
Únete a Moda Sol. (“Join Moda Sol.”) opens.
If you already had your session open, press Unirme a Moda Sol (“Join
Moda Sol”).
If not, press Entrar para unirme (“Sign in to join”), sign in with the
email and password you already use, and confirm.
You don’t need another password and you keep access to what you already
used.
3
You're in
The dashboard tells you “Te uniste a Moda Sol” (“You joined Moda Sol”)
and takes you to that business’s Home.
You also find out when you open your dashboard. If you have a pending
invitation, when you open the dashboard the notice “Moda Sol te invitó a su
equipo” (“Moda Sol invited you to their team”) appears. That notice doesn’t
make you join: to join you have to open the link in the email, because that’s
how it’s checked that the email is yours.
Más tarde (“Later”) hides it for now.
Reenviarme el enlace (“Resend me the link”) sends a new link to your
email. The previous one stops working.
It’s the circle with your initials, the last one in the top bar on the
right. At the top of the menu you see your name, your email and the
business you’re in.
2
Choose the business
Below, there’s one row per business. The current one says Estás aquí
(“You’re here”); the others, Cambiar a esta empresa (“Switch to this
business”). Press the one you want.
3
The dashboard reloads in that business
It leaves you on its Home, with its menu, its permissions and its data.
If your account is in only one business, these rows don’t appear.
The active business belongs to your account, not to the tab. If you switch
business on your phone, you also switch on your computer. The other tabs in the
same browser reload by themselves.So that you don’t save something in the wrong business, before saving the
dashboard checks which business your account is in. If it changed along the
way, it warns you with “Tu cuenta está trabajando en Moda Sol: te llevamos
ahí.” (“Your account is working in Moda Sol: we’re taking you there.”) and
takes you to it. Go back to the business you wanted and make the change again.
If you connected Claude or ChatGPT: each connection stays pinned to the
business you had active the first time your assistant used it, and it works
with your permissions in that business. If you switch business in the
dashboard, that connection doesn’t save changes until you go back to that
business or reconnect it, and what it reads is already from the business you
have active now. More in The connection URL.
Inviting is for whoever manages the team. If you don’t see it, the screen
is read-only for you: ask whoever manages your team to do the inviting, or
to give you that permission.
«Ya existe una invitación pendiente para este correo» (There's already a pending invitation for this email)
You already invited that email. Press Ver invitación (“View
invitation”) to open it: if it says vencida (“expired”), revoke it and
invite again. If it’s still valid and you no longer have the link at hand,
revoke it and invite again.
An error appears when sending the invitation
The notice may not say why. The two most common causes:
That person is already on your team. There’s no need to invite them:
look for them in the pyramid or in Sin puesto asignado, open their
profile card and change their switches.
That email already had access to your business and is now suspended or
removed. It can’t be invited again from the dashboard: write to us and
we’ll reactivate it.
The person didn't get the email
Have them check their spam folder. If it still doesn’t show up:
If they didn’t have an account: send them the link yourself if you
still have it at hand. If not, revoke the invitation and invite again.
If they already had an account: have them open their dashboard and,
in the invitation notice, press Reenviarme el enlace.
Opening the link shows «Enlace inválido.» (Invalid link.)
The invitation was already used, was revoked, expired, or a new link was
requested with Reenviarme el enlace (the previous one stops working). If
a more recent email arrived, use that one; if not, ask to be invited again.
«Esta invitación es para…» (This invitation is for…) another email
You opened the link with another account’s session. The invitation is for
the email it arrived at: press Entrar con la cuenta de… (“Sign in with
the account of…”) and sign in with that email.
«quien te invitó ya no puede invitar a esta empresa» (whoever invited you can no longer invite to this business)
Between being invited and opening the link, that person stopped managing
the team or is no longer in the business. Ask someone else who manages it
to invite you.
They got in and see nothing, or get «No tienes acceso a…» (You don't have access to…)
They’re missing that app’s switch. Switch it on in their profile card,
Apps tab. The data opens up for them instantly; their menu catches up
when they come back to the dashboard tab or reload the page.
Their copilot says they don't have an active position
Give them a position: on their profile card, under Puesto, or with
Asignar a puesto… if they appear in Sin puesto asignado. If you
don’t have a position that fits, create it with + Puesto inside an
area.
A switch won't move
The reason is under the switch’s name:
“No lo puedes dar: tú no lo tienes.” (“You can’t give it: you don’t
have it.”) — you can hand out only what you have.
“Viene de un permiso de toda la organización: se cambia en
«Permisos».” (“It comes from an organization-wide permission: it’s
changed in ‘Permisos’.”) — that access didn’t come through the switch;
remove it in the Permisos tab.
On the profile card of whoever created the account, the Acceso total
(superadmin) box warns that their switches “solo otro superadmin los
cambia” (“only another superadmin changes them”).
It won't let me delete my account
The Eliminar cuenta (“Delete account”) card in your Perfil
(“Profile”) explains it (your account menu, top right → Perfil):
If you didn’t create the business you have open: “Solo el dueño del
negocio puede eliminar la cuenta. Pídeselo a quien la creó.” (“Only the
business owner can delete the account. Ask whoever created it.”)
If you created it, but you sign in with Google: “Tu cuenta entra con
Google y no tiene contraseña que confirmar. Escríbenos y la cerramos por
ti.” (“Your account signs in with Google and has no password to confirm.
Write to us and we’ll close it for you.”)
If you created it and your account is also in another business: “Tu
cuenta también está en otra empresa. Escríbenos y cerramos este negocio
sin quitarte el acceso a la otra.” (“Your account is also in another
business. Write to us and we’ll close this business without removing
your access to the other one.”)
The apps
What each app does and how it’s switched on in your business.
Security and privacy
Who can see your customers’ chats, including from DarkFunnels.
