A team member is someone who works in the admin area with you. That is a different thing from a member, who signs in to the member area as your customer. This article is about the first group.
Inviting someone
- Open Settings, then Team & Roles.
- Press Add.
- Enter their first name, last name and email address, and pick their language.
- Pick the role they should have.
- Press Invite.
They get an email with a link to set their own password.
An email address can belong to only one account in your workspace, members included. If the address is already taken, a message appears at the field. To give an existing member access, change their role instead.
Your plan sets how many people can work in the admin area, and your own account takes one of those places. When the limit is reached, pressing Invite shows an upgrade prompt instead of creating the account. Upgrade your plan or remove someone who no longer needs access.
Invite people with the address they will actually use. The address is how they sign in.
The team list shows everyone with a role other than member, with name, email and role. The search finds people by name and email.
To bring an existing member into the team, open their profile in your audience and press the pencil button Change role beside their role.
What a role decides
A role is a set of permissions. For every area of the platform it decides what this person may do there, such as view, create, edit or delete.
That means you can hand someone the courses area without handing them your revenue figures, or let a moderator work in the community without letting them touch billing.
The built-in roles, from the top: Owner, Admin, Content Manager and Member Manager, Trainer, and Member. A workspace has exactly one owner, and the owner role cannot be given to anyone else.
The Roles tab next to Team shows each role and how many permissions it grants. Only the owner sees this tab. Admins see the team list only.
Building your own role
The built-in roles cover the common cases. When they do not fit, the owner can build one. Custom roles are available on paid plans.
- Open the Roles tab.
- Press Add and give the role a name people will recognise, like "Course editor" or "Support".
- Work down the list of areas and grant what that job needs.
- Press Create, then assign the role to the people who do that job.
Grant the smallest set of permissions that lets someone do their work. It is easier to add a permission when a colleague asks for it than to discover later that everyone could see everything.
A custom role that includes access to the admin area counts at least like Member Manager. Only admins and the owner can sign in as someone with such a role.
Who can change whom
Everyone works downwards. You can only edit, ban or remove people whose role ranks below yours, and you can only give roles up to your own level. Admins cannot remove, ban or change the owner or other admins.
The same rule protects sign-in details. Nobody can change the password, email, status or ban of someone whose role ranks the same as theirs or higher.
Whoever can manage team members can change the roles of everyone who ranks below them. Treat that permission as the keys to the building.
Changing or removing access
Use Edit beside a person to open the team window. There you change their role, name, email and language and press Save. The change takes effect on their next page load, not at their next sign-in. Your own entry cannot be changed here. Use your own account for that.
Your own account: profile, sign-in and notifications
Delete removes someone from the team. A dialog Remove from the team? asks first. Their access to this workspace ends immediately. Their account and their memberships in other workspaces stay, and content they created stays where it is, so removing an editor does not remove the lessons they wrote.
Ban in the team window removes the admin role and blocks the person from signing in. You can give a reason, which they see on the ban screen.
When someone leaves, remove them the same day. It takes a moment, and the audit log records who did it.
Requiring two-factor authentication
Above the team list sits the box Two-factor authentication. The owner can turn on Admins must use two-factor authentication. Owners and admins without a second step are then sent to the setup before they can continue. If that includes you, the setup opens right after saving.
Only the owner can change this setting. Turning it on or off is recorded in the audit log.
Seeing who did what
The audit log records changes to your team, roles, settings, billing and integrations, member changes such as status, role or email, and every sign-in as a member, each with a name and a timestamp.