# I’m setting up my team ### What you'll learn In this section: * **Onboard** your team and **manage** accounts * **Set permissions** and **security** settings * Use **scheduling** features for teams *** ### Let's go
Cover image
  1. Onboard your team
Get your team up and running in minutes.smiling-woman-in-green-shirt-having-a-conversation-2025-03-08-14-48-05-utc.jpgonboard-your-team
  1. Manage roles and permissions
Understand who can do what, and what stays private.Master permissions.pngpermissions-and-roles
  1. Set admin controls
Manage org-wide settings, Notetaker defaults, and Enterprise features.260217_FYXER_1349_Medium Grain.jpgadmin-controls-and-settings
  1. Scheduling for teams
Use scheduling features for your team.Screenshot 2026-02-18 at 13.45.57.pnghttps://support.fyxer.com/en/articles/13185615-team-scheduling-in-fyxer-round-robin
  1. Security settings
How your data is secured and what you can control.Screenshot 2026-02-18 at 15.39.35.pnghttps://support.fyxer.com/en/collections/12155754-data-security
*** ### Common team onboarding questions
Why were team members added and billed without my approval? Fyxer automatically adds anyone who signs up with your company's email domain to your organization. To turn this off: 1. Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Organization** 2. Find **"Automatically add users for this domain"** 3. Toggle it **off** 4. Select **Update preferences** Do this early in your setup. If you've already been charged for unexpected seats, contact support, who can review your billing. Learn more: [**Auto-add users with same domain**](https://support.fyxer.com/en/articles/13177990-auto-add-users-with-domain-what-it-is-why-it-adds-seats-and-how-to-turn-it-off).
How do I prepare my IT team before rolling out Fyxer to Outlook users? If your team uses Microsoft 365/Outlook, your IT admin needs to approve Fyxer before anyone can connect their email. Without this, every user hits an "Admin approval required" error, which wastes trial time. Ask your IT admin to follow the steps in the [**Outlook admin setup guide**](https://support.fyxer.com/en/articles/12819287-admin-setup-guide-approving-fyxer-ai-in-microsoft-365-microsoft-entra-id). Fyxer is a verified Microsoft partner and can typically be approved in minutes. There's more information on Fyxer's security policies in the [Fyxer Trust Center](https://trust.fyxer.ai/).
Which Outlook version should my team use? **Best performance:** * Outlook Web (browser-based) – highly recommended * New Outlook for Mac or Windows – stable and reliable * Outlook Desktop (Mac) – fully supported **Functional, but less reliable:** * Classic Outlook (legacy desktop version for Windows) – works for some features, but can be less stable **Not supported:** * Apple Mail (macOS/iOS Mail app) * Third-party clients (e.g. Thunderbird, Notion Mail, Spark, Superhuman) * On-premise or hybrid Exchange servers (limited API support) Learn more: [**Using Fyxer with Outlook: supported versions and best settings**](https://support.fyxer.com/en/articles/10926751-using-fyxer-with-outlook-supported-versions-and-best-settings).
What security certifications does Fyxer hold? * **SOC 2 Type II**: audited controls for security, availability, and confidentiality * **ISO/IEC 27001**: international information security management standard * **GDPR compliant**: for EU data protection requirements * **HIPAA eligible**: for healthcare organizations on Enterprise plans (50+ seats). Business Associate Agreements (BAAs) are available at the Enterprise tier. Customer data is never used to train external AI models and is never sold or shared with third parties. Direct your security team to the [Fyxer Trust Center](https://trust.fyxer.ai/). If you need a formal security questionnaire, SOC 2 report, or DPA, contact .
How do I manage admin access? Fyxer has three roles: Super admin, Team admin and Member. To view and change roles, go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → People → Members**. Super admins can promote or demote users from the role dropdown. Changes take effect immediately. If the person who set up your organization is leaving, transfer Super admin access before they go. A Super admin can only demote themselves if at least one other Super admin exists. If your only admin has already left, contact . Learn more: [**Managing users and teams in your organization**](https://support.fyxer.com/en/articles/10924126-managing-users-and-teams-in-your-organization-super-admins).
How does billing work when I add or remove team members? Fyxer uses per-seat billing. Every user, including the admin, counts as one seat. **Adding members mid-cycle** You're charged a prorated amount for the remaining days in that billing cycle. Add someone halfway through the month, and you pay half the monthly seat price for that first period. **Removing members** No refunds are issued. Instead, a prorated credit is applied to your account and used toward future invoices. Access is revoked immediately. View your seat count and billing details at [**Dashboard**](https://app.fyxer.com/) **→ Admin settings → Billing**. Learn more: [**How Fyxer billing works (plans, seats & charges)**](https://support.fyxer.com/en/articles/13177838-how-fyxer-billing-works-plans-seats-charges).
Why aren't my team invitations being received? **Check the status first** Go to [**Dashboard**](https://app.fyxer.com/) **→ Admin settings > People > Invites**. You can see pending invitations, resend them, or copy the invite link to share directly. **Common reasons invitations fail** * **The invitation went to spam**: ask the team member to check their spam or junk folder for an email from Fyxer * **The user already has an account**: if they previously signed up with a different method (e.g. Google instead of Microsoft), they need to sign in with their original method. Duplicate accounts aren't permitted. * **Auto-add conflict**: if auto-add is enabled, the user may already be in your organization. Check the Members tab to confirm * **Invite link expired**: generate a fresh link from the **Invites** tab and share it directly If the issue continues, contact .
*** ### All set? Your team is ready to go. Check the [knowledge base](https://support.fyxer.com/en/) if you need more help or get in touch with .