Member Management
Add, remove, and manage user access and roles in your organization.
Member Management
Member management allows admins to control who has access to your organization, what role they have, and what they can do.
Accessing Member Management
Go to Settings
Click Settings in the sidebar.
Click "Members"
Opens the member list.
Viewing Members
Member List
The member list shows:
| Column | Description |
|---|---|
| Name | User's display name |
| Login email address | |
| Role | Admin, User, or Viewer |
| Teams | Team memberships |
| Status | Active, Invited, or Deactivated |
| Last Active | When they last logged in |
Filtering Members
Filter the list by:
- Role (Admin, User, Viewer)
- Team membership
- Status (Active, Invited)
- Search by name or email
Member Details
Click a member to see:
- Full profile information
- Team memberships
- Activity history
- Assigned items
User Roles
Admin
Full organization access:
- Manage all members
- Change organization settings
- Create and delete teams
- Configure integrations
- View all audit logs
- Export organization data
User
Standard working access:
- View dashboard and all gaps
- Create and edit workflows
- Complete assigned tasks
- Upload documents
- Add comments
- Cannot manage members or settings
Viewer
Read-only access:
- View dashboard
- View assigned items
- Cannot create or edit
- Cannot upload documents
- Cannot complete tasks
Choose the least privileged role that allows users to do their job. Upgrade as needed.
Changing User Roles
Find the User
Locate them in the member list.
Open User Menu
Click the options menu (three dots).
Select "Change Role"
Opens role selector.
Choose New Role
Select Admin, User, or Viewer.
Confirm
Role changes immediately.
Role Change Considerations
Promoting to Admin:
- They gain full organization access
- Can view all data
- Can manage other members
- Only do this for trusted users
Demoting from Admin:
- They lose admin capabilities
- Cannot undo changes they made
- At least one admin must remain
Changing to Viewer:
- They lose edit access
- Existing work is preserved
- May lose access to some items
Removing Members
When to Remove
Remove members when:
- They leave the organization
- They change roles and no longer need access
- Access was granted in error
- Security concerns arise
Removal Process
Find the User
Locate them in the member list.
Open User Menu
Click the options menu.
Select "Remove from Organization"
Opens confirmation.
Review Impact
See what happens to their items.
Confirm Removal
User is removed immediately.
What Happens When Removed
| Item Type | What Happens |
|---|---|
| Profile | Deactivated (not deleted) |
| Assigned tasks | Become unassigned |
| Created documents | Ownership to organization |
| Comments | Remain (attributed to user) |
| Workflows | Remain (owned by org) |
| Audit history | Preserved |
Remove access promptly when employees leave. This is a security best practice and often required for compliance.
Deactivating vs. Removing
Deactivate
Temporarily suspend access:
- User cannot log in
- All data preserved
- Can reactivate later
- Good for leaves of absence
Remove
Permanently remove from organization:
- Loses all access
- Cannot see organization
- Would need re-invitation to return
- Good for departures
Bulk Actions
Selecting Multiple Members
- Check the checkbox next to each member
- Or use "Select All" for the current view
Available Bulk Actions
- Change role (set all to same role)
- Add to team
- Remove from team
- Remove from organization
Using Bulk Actions
Select Members
Check boxes for users to affect.
Click Bulk Action
Opens action menu.
Choose Action
Select the operation.
Confirm
Action applies to all selected.
Team Assignment
Adding to Teams
From member management:
- Click member to open details
- Find "Teams" section
- Click "Add to Team"
- Select team(s)
- Save
Or from the team management page (see Teams).
Removing from Teams
- Click member to open details
- Find "Teams" section
- Click X next to team name
- Confirm removal
Activity Monitoring
Last Active
See when users last logged in:
- Helps identify inactive accounts
- Useful for access reviews
- Consider removing long-inactive users
Activity History
For detailed activity:
- Click member to open details
- View "Activity" tab
- See recent actions
Activity tracked includes:
- Logins
- Document uploads
- Task completions
- Comments
- Setting changes
Security Best Practices
Regular Access Reviews
Schedule periodic reviews:
- Monthly: Check for inactive users
- Quarterly: Verify role appropriateness
- Annually: Full access audit
Principle of Least Privilege
- Start with Viewer role
- Upgrade to User when needed
- Reserve Admin for those who need it
- Document why each admin has access
Prompt Removal
When someone leaves:
- Remove access same day
- Document the removal
- Reassign their tasks
- Review what they had access to
Admin Account Management
- Minimize number of admins
- Each admin should be a real person
- No shared admin accounts
- Review admin list quarterly
Common Questions
Can I restore a removed user?
Not directly. Send a new invitation. They'll need to accept and may not have previous assignments.
How many admins should we have?
At least two (for backup), but minimize beyond that. 2-4 admins is typical for most organizations.
Can users change their own role?
No. Only admins can change roles. Users cannot elevate their own access.
What if someone needs temporary elevated access?
Promote them, then demote after the task is done. Document why and when.
Can I see what a user has accessed?
Audit logs show user activity. Check the activity tab on their profile or organization audit logs.
How do I transfer someone's work?
Before removing, go through their assigned tasks and workflows. Reassign to other users or teams.
Next Steps
- Invitations - Add new members
- Teams - Organize users into teams
- Organization - Organization settings