Accounts and limits

Account administrator guide

Set up company access, manage members and creator seats, review apps and prepare safe offboarding.

For account owners and account admins (company admins) | Reviewed

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Know which administrator you are

Account Admin, labelled Company Admin in member management, is an AI Easy Apps operational role. It is separate from Account Owner, Billing Admin, workspace roles and app roles. It does not make you a Google Workspace or Microsoft 365 administrator or allow you to reset their passwords.

The Account Owner controls owner-only actions. Available controls depend on your role, account type and subscription state. Seeing an app in company inventory does not necessarily permit opening its records.

Start in the correct account

  1. Select the company workspace you intend to manage, then open the account management page.
  2. Confirm the account name and your role before changing anything. Personal and company workspaces have different ownership boundaries.
  3. Use Overview for subscription and capacity. Use People, Workspaces, Apps and sharing, Billing and plan, Company activity, and Data and privacy for the corresponding tasks where available.
  4. If there is no active account, select a workspace first. If access is denied, ask the Account Owner to check your role rather than creating a replacement company.

Invite people and assign seats

Pending invitations can reserve capacity. Review unused invitations before purchasing more seats or removing an existing creator. An external app user does not need company administration rights merely to use a shared app.

  1. Open People and check member and creator capacity, including pending invitations.
  2. Enter the intended sign-in email. Assign the permitted role and seat type; use a creator seat only when the person needs to create apps.
  3. Select workspace access where offered. Ask the Account Owner to assign privileged roles when those controls are unavailable to you.
  4. Send the invitation and ask the recipient to accept using the invited Google or Microsoft identity.
  5. Grant app access separately, then verify that the recipient sees only the intended apps and records.

Review apps, sharing and connected storage

Use Apps and sharing to review company inventory and ownership or recovery controls offered for each app. Inventory access can be broader than record access. Use the supported transfer or recovery flow and resolve its blockers.

Review who owns connected Google Drive, OneDrive or SharePoint storage before changing app ownership. A platform ownership change is not proof that provider files, credentials or external sharing permissions have transferred. Check exports, forms and integrations with the intended owner after a change.

Plan changes and billing

Use Billing and plan for the current plan, usage and permitted billing actions. Ask the Account Owner or Billing Admin to perform actions outside your authority. Account administration does not automatically include commercial authority.

Before a downgrade or trial expiry, compare assigned and pending seats with the destination plan. Review app capacity and monthly AI allowance separately. Annual payment does not turn the monthly AI allowance into a yearly pool.

When someone leaves the company

Removing a company member is different from deleting their Google or Microsoft identity. Coordinate both processes. Do not delete external files merely to remove a person's access.

  1. Review the person's owned apps, workspaces, invitations and connected storage before changing access.
  2. In People, use Review removal to inspect the current company removal impact and blockers. Resolve ownership or recovery issues through supported controls or platform support.
  3. The company owner confirms company-member removal. An Account Admin can help review the impact but cannot perform the owner-only confirmation.
  4. Review company access after removal. Apps and records remain in the company; separately revoke Google, Microsoft and external file access with the provider or IT administrator.
  5. Check integrations and business processes that depended on the departing identity. Verify the replacement owner can operate them.

Regular administrator checks and support

  • Review active members, privileged roles, pending invitations and creator seats.
  • Review workspace and app sharing, including external users and record-access rules.
  • Check Company activity for available management events; it is not a complete forensic record of every provider action.
  • Review data handling and connected storage against your organisation's policies. Request current residency or contractual details from platform support when needed.
  • For passwords or organisation sign-in policies, contact your identity administrator. For platform issues, contact support@appnastics.com with the account, affected app, error and approximate time. Never include passwords or authentication codes.