Administrative features

Overview

BloomText gives administrators the tools to control, manage, and secure their organization's activity. This article covers the core admin surfaces: roles, member management, approval flows, policies, auditing, and subscription management.

Most admin actions are only available on the web app or desktop app. Mobile intentionally does not expose admin controls.

Prerequisites

• The administrator role on the organization you're managing. Users without this role will not see the admin screens.
• Access to the web or desktop app. Mobile is not supported for admin tasks.

Roles and permissions

Every user in BloomText has exactly one of two roles per organization:

• Admin. Add and remove members. Change member roles. Modify organization policies. Manage billing and subscriptions. Communicate with the BloomText support team on behalf of the organization. Request audits of member messages and files.
• User. Initiate conversations with existing BloomText users. Send invitations to new members — but each invitation must be approved by an admin before the new member gets access.

A single account can be an admin in one organization and a user in another.

Steps

1. Add a member

Admins have two ways to add a member:

• From organization settings. Open Settings → Organizations → your org, go to the Members tab, and use the add-member control.

• From the directory. Go to the Directory, select the purple plus button, and enter the new member's email.

The new member gets an invitation email and joins once they accept.

2. Approve a user-initiated invite

Non-admin users can initiate invitations from the directory, but the invited member is blocked until an admin approves. Admins see a pending approval as an in-app banner. Approve or decline from the banner or from Settings → Organizations → your org → Pending approvals.

3. Remove a member

From Settings → Organizations → your org → Members, choose the member and select Remove. Removal takes effect immediately across all of that member's devices — they lose access to messages, files, and the directory at once.

4. Change a member's role

New members always start as user. To promote or demote:

1. Open Settings → Organizations → your org → Members.
2. Select the member and choose the role change.
3. Save.

The change takes effect on the member's next app action.

5. Change organization policies

Admins can tune organization-wide policies under Settings → Organizations → your org → Policies. Examples include message retention, external-communication settings, and file-sharing rules. Policy changes apply to all members immediately.

6. Audit user activity

An admin may request the message and file history of a specific member by contacting the BloomText support team. Every audit request is logged and is itself available to any admin on the organization upon request.

Audits are initiated by support rather than self-serve to maintain a clean chain of custody for compliance purposes.

7. Manage your subscription

Admins can upgrade, downgrade, or update payment methods for the organization's plan:

• Upgrade or downgrade via the Plan tab inside organization settings, or by contacting the BloomText support team.
• Update payment method — see Update payment method.

Only admins see the Plan tab.

Edge cases / gotchas

• Last admin safeguard. You cannot remove or demote the last administrator of an organization. Promote another member to admin first.
• Removed members lose data access instantly. Once removed, the former member no longer has access to past messages or files. Rejoining later does not restore the old view of history.
• Mobile is intentionally limited. If an admin action is missing in the mobile app, switch to web or desktop — it is not a bug.
• User-initiated invites are blocked pending approval. If a coworker reports "I was invited but can't sign in," check the pending approvals list.
• Audit requests are not instant. They go through support and are logged. For urgent investigations, include the urgency and scope in the support message.
• Policy changes apply globally. There is no per-member override on organization policies. If you need per-team variation, split into multiple organizations.

Related flows

• Getting started with BloomText
• Update payment method
• Security overview