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Team Management

Manage your organization's team members, permissions, and user access from the Settings page.

Manage Users

Accessing User Management​

  1. Go to Settings (gear icon or from profile menu)
  2. Click the Manage Users tab

You must have admin or appropriate permissions to manage users.

User Types​

Admin​

Full access to everything:

  • All organization settings
  • All portals (including private)
  • User management
  • Billing and subscription

Member​

Team member access:

  • Assigned portals
  • Create portals (if permitted)
  • Limited settings access

Guest​

External user access:

  • Only invited portals
  • No organization settings
  • Restricted permissions

Viewing Team Members​

The Manage Users page shows:

ColumnDescription
NameUser's display name
EmailLogin email address
RoleAdmin, Member, or Guest
StatusActive, Pending, Disabled
Last ActiveMost recent activity

Filtering Users​

Filter the user list by:

  • Role - Admin, Member, Guest
  • Status - Active, Pending, Disabled
  • Search - Name or email

Inviting Team Members​

Invite a New Member​

  1. Click Invite Member
  2. Enter their email address
  3. Enter their name
  4. Select their role (Admin or Member)
  5. Click Send Invitation

The invitee receives an email with:

  • Organization name
  • Invitation to join
  • Link to set up their account

Invitation Status​

Track pending invitations:

  • Pending - Invitation sent, not accepted
  • Accepted - User has joined
  • Expired - Invitation expired (resend if needed)

Resending Invitations​

For pending invitations:

  1. Find the user in the list
  2. Click Resend
  3. A new invitation email is sent

Managing Existing Members​

Editing Member Details​

  1. Click on a member's row
  2. Edit their information:
    • Display name
    • Role
    • Permissions
  3. Save changes

Changing Roles​

To change a user's role:

  1. Find the user in the list
  2. Click the role dropdown
  3. Select the new role
  4. Confirm the change

Role changes take effect immediately.

Member Permissions​

Beyond the basic role, configure specific permissions:

PermissionDescription
Create PortalsCan create new portals
Delete PortalsCan delete portals
Manage MembersCan invite/manage users
Edit SettingsCan access org settings
View All PortalsCan see all portals

Disabling Users​

To disable a team member:

  1. Find the user in the list
  2. Click the menu icon (three dots)
  3. Select Disable
  4. Confirm the action

Disabled users:

  • Cannot sign in
  • Retain their data
  • Can be re-enabled later
  • Don't count against seat limits (if applicable)

Re-enabling Users​

  1. Filter to show disabled users
  2. Find the user
  3. Click Enable
  4. User can sign in again

Removing Users​

To completely remove a user:

  1. Find the user in the list
  2. Click Remove or the trash icon
  3. Confirm removal
caution

Removing a user may affect:

  • Their assigned portals
  • Tasks assigned to them
  • File ownership attribution

Converting Users​

Guest to Member​

Convert a frequent guest to a team member:

  1. Find the guest in the user list
  2. Click Convert to Member
  3. Assign appropriate permissions
  4. The user's role updates

Member to Admin​

Promote a member to admin:

  1. Find the member
  2. Change their role to Admin
  3. Confirm the promotion

Bulk Actions​

Manage multiple users at once:

  1. Select users using checkboxes
  2. Choose a bulk action:
    • Send reminders
    • Change role
    • Disable users
  3. Confirm the action

Organization Info​

On the Manage Users page, you may also see:

Organization Name​

Edit your organization's display name:

  1. Click the edit icon next to the org name
  2. Enter the new name
  3. Save

The name appears:

  • On the dashboard
  • In email notifications
  • In guest-facing pages

User Count​

View your current usage:

  • Total team members
  • Active vs. disabled
  • Seat usage (if limited)

Best Practices​

Principle of Least Privilege​

  • Start with minimal permissions
  • Add access as needed
  • Review permissions regularly

Regular Audits​

  • Review user list quarterly
  • Disable inactive accounts
  • Remove departed team members

Role Assignment​

  • Limit admin access to necessary personnel
  • Use member roles for most team
  • Keep guest list manageable

Troubleshooting​

User Can't Sign In​

  1. Check if account is disabled
  2. Verify email address is correct
  3. Check invitation status
  4. Have them reset password

Permissions Not Working​

  1. Verify role assignment
  2. Check specific permissions
  3. Have user sign out and back in
  4. Clear browser cache

Can't Remove User​

  • User may own active portals
  • Reassign ownership first
  • Then remove the user