Managing Members

Once members have joined your organization, you can manage their access, change their roles, or remove them if needed.

Viewing All Members

The Members page shows all people who have access to your organization:

Member List Displays:

• Name: Member's full name
• Email: Their email address
• Role: Their current role (Owner, Admin, Manager, Viewer)
• Joined Date: When they became a member
• Status: Active member or pending invitation

Viewing Options:

• All Members: See everyone who has access
• Active Members: Only current members
• Pending Invitations: Only unaccepted invitations
• Filter by Role: View members by their role

Member Information:

• Click on a member to see more details
• View their activity history
• See when they last accessed the system

Changing Member Roles

You can change a member's role if their responsibilities change:

1. Find the Member

   • Go to Members page
   • Locate the member in the list

2. Change Their Role

   • Click the menu (three dots) next to their name
   • Select "Change Role" or "Edit Role"
   • Choose the new role from the dropdown
   • Click "Save" or "Update"

3. Confirm the Change

   • The role change takes effect immediately
   • The member's permissions update automatically
   • They may need to refresh their browser

Important Notes:

• Only Owners and Admins can change roles
• You cannot change your own role
• You cannot remove the last Owner
• Role changes are logged for audit purposes

When to Change Roles:

• Employee gets promoted (Viewer → Manager)
• Responsibilities change (Manager → Admin)
• Employee's role is reduced (Admin → Manager)
• Temporary access needs (Viewer for audit)

Removing Members

If a member no longer needs access to your organization:

1. Find the Member

   • Go to Members page
   • Locate the member you want to remove

2. Remove the Member

   • Click the menu (three dots) next to their name
   • Select "Remove" or "Remove Member"
   • Confirm the removal in the dialog
   • Click "Confirm" or "Remove"

3. What Happens:

   • Member loses access immediately
   • They can no longer log in to your organization
   • Their data remains (for audit purposes)
   • They can be re-invited if needed

Important Considerations:

• Only Owners and Admins can remove members
• You cannot remove yourself
• You cannot remove the last Owner
• Removing a member doesn't delete their historical data
• Consider changing their role to Viewer instead of removing

Before Removing:

• Make sure they no longer need access
• Consider if they should be a Viewer instead
• Ensure someone else can handle their responsibilities
• Document why they were removed (if needed for compliance)

Tracking Invitation Status

The Members page shows the status of all invitations:

Invitation Statuses:

• Pending: Invitation sent but not yet accepted
• Accepted: Invitation accepted, member is active
• Expired: Invitation expired and was not accepted
• Revoked: Invitation was cancelled before acceptance

Viewing Invitation Details:

• Sent Date: When the invitation was created
• Expiration Date: When the invitation expires
• Invited By: Who sent the invitation
• Role: What role was assigned

Managing Invitations:

• Resend: Send the invitation again
• Revoke: Cancel a pending invitation
• View Details: See full invitation information

Best Practices:

• Regularly check for expired invitations
• Resend if the recipient didn't receive it
• Revoke invitations for people who no longer need access
• Keep track of who has access to your organization

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Next: Roles & Permissions