Octelligence is built around the reality that a corporation's records are touched by a small group of people with very different responsibilities. Co-founders run the corporation. Counsel drafts and executes. Accountants reconcile the cap table and tax fields. Board members and investors read what they're entitled to. Three roles cover these patterns cleanly.
Roles at a glance
Octelligence has three team roles. Each has a clear ceiling on what it can see and do.
- Owner — full control of the corporation, including billing, member management, and deletion. The primary Owner is set at incorporation; additional Owners can be invited on Scale.
- Editor — read and write access across the cap table, share certificates, minute book, share classes, options, warrants, scenarios, and filings. Cannot manage billing or invite other members.
- Viewer — read-only access to the corporation's records. Used for board members, investors with information rights, and auditors during diligence.
Role selection requires the Scale plan. Shared users are a Growth-plan feature; on Growth, every shared user is added as an Editor. The full role picker (Owner / Editor / Viewer) unlocks on Scale and Portfolio Licensing under the Role-Based Access feature. User counts are 1 on Free and Starter, 5 on Growth, 15 on Scale, and the configured user limit on Portfolio.
Step-by-step
Go to Account › Shared users
From the top navigation, open Account and select Shared users. Pick the corporation you want to manage from the corporation selector. You'll see the primary Owner, every shared user with their current role, and any invitations that are still pending.
Invite a new member
Under Invite a user, enter:
- Email address
- Role — Viewer, Editor, or Owner if your plan includes role selection; otherwise the invite is created as Editor by default
Invitations apply to the corporation shown above the form. Each corporation is invited to separately — there is no multi-corporation invite step.
Send and confirm
Click Share. The invitee receives an email with a single-use acceptance link. If they don't already have an Octelligence account, the link drops them into a short sign-up form (first name, last name, password); if they do, they're added on accept. Once claimed, they appear in the user-management table with their role.
Invitations that haven't been accepted show under Pending invitations with the email, role, and date invited. You can cancel a pending invitation from that table.
Set up two-factor authentication
Two-factor authentication is enabled per user from Account › Password & security. Octelligence uses TOTP authenticator apps (Authy, 1Password, Google Authenticator) and issues ten one-time recovery codes when 2FA is first activated.
On Scale and Portfolio Licensing, the Owner can turn on corporation-level 2FA enforcement. When enforcement is on, every team member on that corporation is prompted to enable 2FA before they can continue past the security setup pages.
Change a role or revoke access
From Account › Shared users, choose a new role from the dropdown next to any member and click Update, or click Revoke to remove them from the corporation. Revocations take effect immediately. Role changes require the Role-Based Access feature (Scale and above).
When you revoke a lawyer or accountant after an engagement ends, their access disappears but their historical activity remains in the activity log. You don't lose the record of what they did while they were active.
Choosing the right role
Co-founders
If you have multiple founders who jointly run the corporation, the additional founder should be an Owner (Scale and above) so they can manage the team and billing. If role selection isn't available on your plan, invite them as Editor so they can do everything operational. Avoid relying on a single account — if that account loses access, you have a recovery problem.
Outside counsel
Most outside counsel are best invited as Editor. That gives them full access to draft resolutions, prepare certificates, edit the minute book, and run exports. If you need to limit counsel to a read-only review before a financing, invite them as Viewer for that window and switch them to Editor when the work begins.
Accountants
Accountants are typically invited as Viewer so they can pull the cap table, tax-relevant fields, and filings without being able to edit corporate records. If your accountant is actively maintaining the cap table on your behalf, invite them as Editor.
Board members
Board members are Viewers. They can read the cap table, minute book, and any board package you generate, but they can't change records or issue certificates.
Investors with information rights
Investors who have negotiated information rights in their financing documents are Viewers. Today the Viewer role is read-only across the corporation's records; if their rights are narrower than that, deliver the specific reports they're entitled to via export rather than inviting them as a team member.
Auditors during diligence
For a single financing or M&A diligence, the cleanest approach is to generate a watermarked diligence export (see Set up corporate records) rather than adding the auditor as a team member. If they need live access, invite them as Viewer and revoke when the deal closes.
Portfolio access for firms
Law firms and accounting practices on Portfolio Licensing manage many client corporations from a single dashboard. Within a portfolio, team members of the firm get access to each client corporation through the corporation's shared-user list. Portfolio tenants raise the seat limit to the value configured on the plan, and roll-up views (filings calendar, dashboard) span every client corporation in the portfolio.
Each client corporation still has its own primary Owner (usually the founder), and firm team members are added as Editors or Viewers on the client corporations they need access to.
Activity log. Every meaningful action — issuance, transfer, resolution added, certificate revoked, member invited or removed — is recorded with the actor, timestamp, and IP. The Activity Log is available on Growth and higher under the corporation's Activity log page and is included in diligence exports on request.
Common gotchas
Giving an outside party Owner access. Owner can manage billing, invite new members, and delete the corporation. Outside counsel and accountants almost never need that — invite them as Editor or Viewer instead.
Sharing logins. Don't. Every action under a shared login is attributed to that one account, which destroys the audit trail. Invite each collaborator with their own email so the activity log identifies who did what.
Forgetting to revoke departed advisors. When a lawyer leaves a firm or a board member rolls off, revoke their access the same day. The Shared users page lists every active member on each corporation so stale access is easy to spot.
Single Owner with no recovery contact. If you're a solo founder, add a trusted second contact (Editor on plans without role selection, Owner on Scale) and configure a recovery email distinct from your primary login. Account loss without a recovery path is a slow process to untangle.