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Two ways someone joins

Inviting is better where you have the choice: the role is set from the start, so they never land in the workspace with no access.

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Users

Users in the sidebar. From here you can create and edit accounts, assign roles, reset a password, act on several at once, and import or export. Every new user needs a role before they can do anything useful — that is the step most often missed. How many accounts you may create is a plan limit, and it is not a limit on how many people can be online at once — see Working at the same time.

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Removing someone who has left

Order matters:
1

Reassign their open conversations

Their chats stay assigned to them otherwise. Reassign from the inbox.
2

Reassign their leads and customers

Ownership drives sticky assignment, so a departed owner keeps pulling their customers’ conversations toward a dead account.
3

Then deactivate or delete the account

Doing this first makes the first two steps harder to find.
Removing someone without reassigning their customers leaves those customers routing to nobody. Their next message will not reach a person. Reassign first.

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Join requests

Invitations → Join requests. Each shows who asked and any note they wrote. Approve only people you recognize — approving a join request puts someone inside your workspace. Once approved, give them a role.

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What people see while they wait

Someone who has requested to join sits on a waiting screen that refreshes itself. They can cancel and choose differently. Until you approve them, they see nothing of your data.