Manage Your Team

Invite people, assign roles, and see who's on your team—all in one place.

Quick Overview

Three tabs organize everything:

• Members – See everyone on your team
• Roles & Positions – Create custom roles with specific permissions
• Invitations – Invite people by email, CSV, or invite code

Members Tab

See your team:

• Table shows everyone with:
  • Photo and name
  • Email address
  • Their roles
  • Status (active, invited, suspended, etc.)
  • When they joined
  • Last activity
  • Actions menu

Actions you can take:

• View profile – See full details, enrollment status, and permissions
• Edit roles – Change what roles someone has
• Suspend/Remove – Temporarily disable or remove someone
• View attendance – See their check-in history and face enrollment

Filtering & search:

• Filter by status (active, invited, suspended, deleted)
• Search by name or email
• Status badges make it easy to see who's online, pending, or removed

Bulk actions:

• Select multiple people (checkboxes)
• Perform actions on everyone at once:
  • Assign roles
  • Suspend accounts
  • Other bulk operations

Pagination:

• Navigate through large teams easily
• Choose how many people to show per page

Refresh:

• Click the refresh button to reload the latest team data
• You'll see a spinner while it loads

Roles & Positions Tab

Create custom roles:

• Build roles that match your organization's structure
• Set exactly what each role can do

Plan limits:

• Your plan determines how many custom roles you can create
• If you hit the limit, you'll see an upgrade prompt with a link to Plans & Billing

Drag & drop ordering:

• Reorder roles by dragging them
• The new order saves automatically
• Useful for organizing roles by importance or department

Permission designer:

• For each role, set what they can do:
  • Manage workflows
  • View reports
  • Invite members
  • And many more options
• Changes save immediately

Customize appearance:

• Pick a color for each role
• Colors show up as badges next to names
• Makes it easy to visually identify who has which role

Assign members:

• Search for team members
• Assign them to roles or remove them
• See who has each role at a glance

Invitations Tab

Invite by Email

1. Click Invite by Email
2. Enter email addresses (separate with commas, spaces, or new lines)
3. Submit
4. See results for each email (sent successfully, already a member, etc.)

Share Invite Code

View your invite code:

• See the current code
• See when it expires
• Copy the code to share
• Regenerate a new code (invalidates the old one)
• Set custom expiration dates

Share the code:

• Give the code to people you want to invite
• They enter it when signing up
• Useful for bulk onboarding or public invitations

Invite by CSV

Upload a file:

1. Click Invite by CSV
2. Upload a CSV file with email addresses
3. Review and edit the list if needed
4. Submit to send all invitations

Perfect for onboarding entire teams at once.

Monitor Invitations

See all invitations:

• Table shows every invitation with:
  • Email address
  • Status (Pending, Accepted, Revoked)
  • When it was sent
  • When it expires

Actions:

• Resend – Send the invitation again
• Revoke – Cancel an invitation
• Filter by status to see pending invites

Auto-refresh:

• The list updates automatically every 30 seconds
• See new acceptances as they happen

Permission Requirements

Invitation Errors

Real Situations

Invite fails with an error?
→ Check the specific error message:

• "Email already a member": The person is already in your organization. Check the Members list.
• "Invalid email format": Review your email list for typos or invalid formats.
• "Permission denied": You don't have permission to invite members. Contact your organization owner.
• "Rate limit exceeded": You're sending too many invitations too quickly. Wait a moment and try again.

Fix the issue based on the error message and try again.

Custom role options are greyed out?
→ Check these possibilities:

• You don't have permission to manage roles (contact your organization owner)
• You've hit your plan's role limit (upgrade your plan or delete unused roles)
• The role management feature isn't available on your plan

Fix it: Check your permissions and plan limits. If you need more roles, upgrade your plan or clean up unused roles.

Members tab is blank?
→ Check:

• You're viewing the correct organization (use the organization switcher if you're in multiple)
• Your internet connection is working
• You have permission to view members

Fix it: Switch to the correct organization, refresh the page, or check your permissions. If it's still blank, contact support.

Invite code being abused?
→ Take immediate action:

1. Go to the Invitations tab
2. Regenerate the invite code immediately (this invalidates the old one)
3. Set a shorter expiration time for the new code
4. Review who has accepted invitations recently
5. Consider requiring email invitations instead of codes for better security

Role changes not applying?
→ Check:

• You saved the role changes (click Save if there's a save button)
• The member's page is refreshed (they may need to refresh to see changes)
• You have permission to edit roles
• The role still exists (wasn't deleted)

Fix it: Refresh the Members page and verify the changes. If they still don't appear, check your permissions and try again.

What Happens Next

• Invitations are sent immediately
• People can accept and join right away
• Role changes apply instantly
• Team updates appear in real-time

Use this workspace daily to keep your roster healthy, your permission model clean, and onboarding fast.