Set roles and teams

On the “Members” screen you change a person's role, create teams and assign people, and deactivate someone who has left (you can reactivate them later). The three roles — “Admin”, “Manager”, “Member” — change what a person sees and can do.

1. Change a role

Switch roles with the selector on each row.

1. Open “Manage” and select “Members” for the “Members” screen.
2. On that person's row, choose “Admin”, “Manager” or “Member” in the selector.
3. You are done when “Role updated” appears. If you picked wrong, select “Undo” in that message.

Tip: Only an admin can raise someone to “Admin”, and a manager cannot change an existing admin's role. You cannot change your own role, so ask another admin to hand over.

2. Create a team and assign people

A team is the scope a manager reads and the filter unit for the feed and submissions.

1. In “Teams” on the “Members” screen, type a name in “New team name (e.g. Crew 2)” and select “Create”.
2. When “Team created” appears, select “Edit team assignment” for the person you want to assign.
3. Check the teams to assign. One person can belong to several.
4. You are done when “Team assignment updated” appears.

3. Deactivate someone who has left

Caution: A deactivated person can no longer sign in and is not counted as a billed seat. Their submitted reports and comments are kept, with “Deactivated” shown next to their name. Their team assignments are cleared.

1. On the “Members” screen, select “Deactivate” on that person's row.
2. Check the confirmation and select “Deactivate” again.
3. You are done when the person moves to the “Deactivated” tab. If you picked wrong, select “Undo” in the message to bring them back with their teams.

4. Bring someone back or remove them permanently

Caution: “Remove permanently” cannot be undone. Submitted reports and comments are kept, but their settings are deleted and they can no longer be reactivated.

1. On the “Members” screen, open the “Deactivated” tab.
2. To bring someone back, select “Reactivate”. Their role stays as before, but they have “No team”, so assign one with “Edit team assignment”.
3. If you no longer need their records, select “Remove permanently” and confirm the name.
4. You are done when a reactivated person appears in the active list with “No team”, or a removed person disappears from the “Deactivated” tab.

If it does not work

• You cannot change a role to “Member”? — If “The last manager/admin cannot be changed to a member” appears, only one person is on the management side. Make someone else a “Manager” or an “Admin” first.
• Someone you invited cannot join? — The invite link has expired or hit its usage limit. See The invite link does not work.

FAQ

• What can a manager see? — Only reports of the teams they belong to. An admin sees every team.
• Can one person be in several teams? — Yes. Check every team needed in “Edit team assignment”.
• Are a deactivated person's reports deleted? — No. Reports and comments stay as company records, with “Deactivated” next to the name.
• How does deactivating affect billing? — Deactivated people are not counted as billed seats. Your plan still bills a minimum number of seats; when you have fewer active members than that, the Members screen says so.

Read next

• Invite members by email, invite link or CSV — how to bring in new members.
• Roles and how to read each screen — what changes per role.