Key takeaways
- Rapidialer has three fixed roles: owner, admin and agent. Every member uses one seat at $5 a month or $49 a year.
- An invitation link expires after 7 days, and an unaccepted invite reserves a seat until then.
- The Pipeline, Team, Billing and Telephony settings open only for owners and admins; agents get an “Access Restricted” page.
- The owner cannot be invited, deactivated or replaced, and you cannot deactivate yourself.
Team roles: what it does for your team
- Reps see their own work
- Agents see their own calls and their own or unassigned leads, so a list can be split between reps without exposing everyone’s pipeline.
- Settings stay with managers
- Only owners and admins can connect Twilio, change outcome buttons, enable local presence, clear Do Not Call entries or share saved views.
- Simple seat math
- One member, one seat, at the same price for every role. Pending invitations hold a seat until they are accepted or expire.
Team roles, step by step
Buy seats
The trial includes one seat. Choose monthly or yearly billing and add seats on the Billing page; changes are prorated.
Invite teammates
Invite by email as an admin or an agent. The invitation link is valid for seven days.
Assign lines and work
Give each rep an outbound line from your Twilio numbers, share lists and talk tracks, and let managers review results in call analytics.
What it does not do
Plain limits, so you can decide before you sign up.
- There are three fixed roles and no custom permissions.
- A member’s role is set when they are invited, and account ownership cannot be transferred yet.
- There is no single sign-on (SAML) or two-factor authentication yet; members sign in with email and password or Google.
How should you set up roles to manage a cold calling team?
Give dialer admin permissions to as few people as possible. Start with one admin besides the owner: the person who maintains the Twilio connection, the outcome buttons and the Do Not Call list. Everyone who mostly dials should be an agent, which keeps the settings screens out of their way and their view focused on their own leads.
Seats are prorated, so adding a rep mid-month costs only the remaining days.
When someone leaves, deactivate their membership and reassign their leads and follow-ups; their call history and recordings stay with your organization.
What can each role do in Rapidialer?
An agent dials and manages their own work; an owner or admin also controls the account, the team and the shared settings. Agents and managers share the Dialer, Follow-ups, Leads, Lists, History, Analytics, Scripts and Dialing pages. The Pipeline, Team, Telephony and Billing settings are for owners and admins only, and agents don’t see them in the sidebar. The split in practice:
- Agents can dial, create lists and import CSVs, write and edit talk tracks, add numbers to the Do Not Call list, change stages and tags on their own leads, and save views for themselves.
- Owners and admins can also connect Twilio, import and assign numbers, set call forwarding, turn call recording on or off, edit outcome buttons and pipeline stages, delete lists and scripts, remove Do Not Call entries, assign and archive leads, share views, invite and deactivate teammates, and change seats.
- Only the owner role cannot be invited, deactivated or given to someone else.
How do I add users to the dialer?
Open Settings, then Team, choose Invite, enter an email address, pick Agent or Admin and press Send invite. The email holds a one-time accept link that expires after seven days, and the invitee sets a password to join.
An outstanding invite reserves a seat. If every seat is taken by members and pending invites, the Invite button explains the count and points you to Billing, where you can add seats at $5 per seat a month or $49 per seat a year; Twilio bills calls separately.
Once someone joins, use “Change outbound line” to give them a number. That number is their caller ID and also where callbacks to it ring, which the inbound calls page explains.
What happens when a rep leaves?
A departing rep’s calls, recordings and leads stay with your organization, but move their leads before you deactivate them. Leads stay assigned to their owner, and agents only see their own and unassigned leads, so a departed rep’s pipeline would disappear from the rest of the team. On the Leads page, filter by that rep as owner, select every matching lead and use “Assign to…”. Open follow-ups move to the new owner along with the leads in the pipeline.
Then choose Deactivate from the member’s menu on the Team page. Their seat frees up and every session they had ends. You cannot deactivate the owner or yourself.
What does a 3-person or 10-person team cost?
Three seats cost $15 a month or $147 a year, and ten seats cost $50 a month or $490 a year, whatever mix of owner, admins and agents you choose. Calls are billed separately by Twilio on your own Twilio account.
Twilio usage usually outweighs the seats. At about 1,000 billed minutes per rep a month, published US rates put a 3-rep team near $64.95 of Twilio charges (outbound minutes, the browser leg, recording and one local number each), for about $79.95 in total. A 10-rep team lands near $216.50 at Twilio and about $266.50 overall (Twilio voice pricing).
A manager who reviews calls but never dials still needs a seat, so count every login when you plan. You can lower seats on the Billing page, but not below the number in use: checkout refuses with “Cannot checkout fewer seats than currently used”. Deactivate first, then reduce.
Why can’t I invite someone or open a setting?
Almost every block comes from seats or roles, and the message on screen says which:
- “Seats are full (3/3)”: every seat has a member. An owner or admin presses Upgrade seats and adds seats on Billing.
- “All seats are reserved”, with a count of pending invites: open invites hold the remaining seats. Add a seat, or wait for an invite to expire after its seven days.
- “Could not send invite email. Try again later.”: no seat was reserved, so try again.
- “Invalid or expired invite” when a teammate opens the link: the link was already used or is more than seven days old. Send a new invite.
- “Access Restricted” on a settings page: you are signed in as an agent. Ask an owner or admin for the change, or for the admin role.
- “Cannot deactivate the owner” or “Cannot deactivate yourself”: another admin or the owner has to deactivate that member.
Features that work alongside it
- Call analyticsCalls, talk time, connects, outcomes, a team leaderboard and list funnels.
- Leads and pipelineA lightweight lead pipeline with custom stages, temperature, saved views and CSV export.
- Do Not Call listAn organization-wide internal Do Not Call list that blocks outbound calls to listed numbers.
Team roles: questions and answers
Does every role cost the same?
Yes. Owners, admins and agents each use one Rapidialer seat at the same price: $5 per seat a month or $49 per seat a year, with seat changes prorated. Twilio bills calls separately on your own account, so the seat price never changes with call volume. The pricing page lists what every seat includes.
Can agents change Twilio settings?
No. In Rapidialer, connecting Twilio, syncing numbers, assigning outbound lines, setting call forwarding and turning on local presence are owner and admin actions. Agents who open the Telephony page see an Access Restricted message instead. They see a shortened Account SID in the app and never the Auth Token, so a rep’s login cannot expose your Twilio credentials.
How do I give a virtual assistant access without sharing my Twilio login?
Invite the assistant to Rapidialer as an agent with their own email. They dial through your connected Twilio account without ever seeing the Auth Token or opening the Twilio Console, and they see only their own calls and their own or unassigned leads. Deactivate them on the Team page when the engagement ends, and their sessions end at once.
Can I limit which numbers an agent calls from?
Not fully. In Rapidialer an owner or admin sets each agent’s outbound line, which is the default caller ID, but the Dialer’s caller ID menu lists every number synced to the organization, and any member can pick one. To keep a number out of reach, remove it on the Telephony page (a later Import from provider brings it back) or hold it in a separate Twilio subaccount.
Can I add teammates during the trial?
Rapidialer’s 14-day free trial has one seat, for the owner, and needs no credit card. To invite teammates, start a paid subscription on the Billing page with as many seats as you need, at $5 per seat a month or $49 per seat a year.
What happens when someone leaves the team?
An owner or admin chooses Deactivate from the member’s menu on the Team page. The person’s sessions end straight away, so they are signed out on every device, and their seat frees up for the next hire. The calls, recordings and leads they worked stay in your organization’s history; reassign their leads first so the rest of the team can see them.
Can owners and admins make calls too?
Yes. Every Rapidialer role can dial, and every role uses the same Dialer, Power Dial queue and wrap-up. Owners and admins have the settings and team views on top of that, and they see every rep’s calls, leads and follow-ups, while agents see their own work and unassigned leads.
Can an admin manage billing?
Yes. In Rapidialer, owners and admins both manage billing: they can open the Billing page, change the number of seats and cancel the subscription, which takes effect at the end of the current period. Agents cannot. Give the admin role only to people you trust with spending, the Twilio connection and the right to clear Do Not Call entries.
Who can remove a number from the Do Not Call list?
Only owners and admins can clear a Do Not Call entry in Rapidialer. Agents can add numbers to the internal Do Not Call list and mark leads DND, but they cannot remove either, so a rep cannot reopen a number someone asked you to stop calling. Clearing DND on a lead page shows “DND cleared. Lead can be dialed again”.
Can an agent reassign leads or follow-ups to someone else?
No. Assigning a lead’s owner, archiving leads and handing a follow-up to another teammate are owner and admin actions in Rapidialer. An agent can pick up an unassigned follow-up for themselves, but trying to change one that belongs to someone else returns “This follow-up is assigned to someone else”. Managers rebalance work from the Leads page with “Assign to…”.