Members

Overview

The Members page lists all members of the account. From here, Admin and Root can invite new members, import members in bulk via CSV, and manage existing members (change role, activate/deactivate). All members can view the full company directory — Users have read-only access and cannot perform management actions.

Member limits

All plans — including Free — allow unlimited members. There are no per-seat fees and no member count caps. Invite as many people as your team needs on any plan.

Who can see the Members page

All authenticated members. All roles see the full account member list — the Members page acts as a company directory for everyone.

Team membership at a glance

When teams_enabled is on, each member card shows which team(s) they belong to directly below their email address (as a small icon + dot-separated team names). Opening a member’s detail page shows a Teams row in their Personal Information card listing all their teams, or “No team assigned” if they haven’t been added to any team yet. This makes it easy to identify unassigned members without visiting the Teams page.

Permissions

Action	User / Team User	Team Admin / Admin	Root
View member list	✓ (read-only)	✓	✓
View a member’s profile	✓ (read-only)	✓	✓
Invite a member	✗	✓	✓
Import members via CSV	✗	✓	✓
Change a member’s role	✗	✗	✓
Activate / deactivate a member	✗	✓	✓
Archive / unarchive a member	✗	✓	✓
Resend an invite	✗	✓	✓
Cancel a pending invite	✗	✓	✓

Custom roles with member:create permission can invite and import members. Custom roles with member:update can activate/deactivate, archive/unarchive, and resend/cancel invites.

Roles

Role	Description
Root	Account owner. Full access including billing, feature flags, and role management. Only one Root per account. Role cannot be changed via the UI.
Admin	Administrator. Full account-wide access to task lists (including approval), teams, members, projects, and templates. Cannot toggle feature flags or billing.
Team Admin	Team-scoped administrator. Same management capabilities as Admin but default visibility limited to their own teams. Requires `teams_enabled`.
Team User	Team-scoped member. Can see and work on lists within their teams. Requires `teams_enabled`.
User	Standard member. Can see and work on task lists they created or are directly assigned to. Cannot see other members’ lists.

Only Root can change a member’s role. On Starter plan and above, Root can also create custom roles from Account Settings — see permissions.md.

Member status

Status	Meaning
Pending	Invited but has not yet accepted the invite.
Active	Fully onboarded and able to log in.
Inactive	Account disabled by an admin. The member cannot log in but their data is retained. Reactivation restores full access.
Archived	Permanently removed from active views. The member cannot log in and does not appear in the default member list. All their task history, assignments, and points are preserved.

Inactive vs Archived: Use Inactive for a temporary suspension (e.g. leave of absence) where the member will return. Use Archive for a permanent departure — the member is removed from the active directory but their historical data stays intact for reporting and activity log purposes.

Inviting members

Admin, Team Admin, and Root can invite a new member from the Members page (the + button). There is no member cap — any number of members can be invited on any plan.

Required fields: first name, last name, email, and role. When teams_enabled is on, an optional Team field is available to assign the new member to a team at the time of invite. Members can belong to multiple teams — additional team assignments can be made from the Teams page after the member has accepted their invite.

The system sends an invite email with a link. The member clicks the link and chooses how to activate their account: they can set a password, or continue with Google or Apple Sign In. If they use Google or Apple, the email address from their sign-in must match the address the invite was sent to. Invites do not expire — if a member didn’t receive the email, use Resend Invite from the member’s action menu.

Cancelling a pending invite

If a pending invite is no longer needed, Admin and Root can cancel it using Cancel Invite from the member’s action menu (user list) or from the member’s detail page. Cancelling permanently removes the pending membership and immediately frees up the seat. The invite link becomes invalid at once. If the member later needs access, a fresh invite must be sent.

Bulk import via CSV

Admin and Root can import multiple members at once using the CSV upload button. Each row triggers the same invite flow as a manual invite.

A sample template is available to download from the import screen. If you’re uploading a CSV exported from another system (payroll software, HR tools, spreadsheets), you don’t need to reformat it first — the importer recognises common column name variations automatically:

Field	Recognised column names
First name	First Name, First, Given Name
Last name	Last Name, Last, Surname, Family Name
Email	Email, Email Address, E-mail
Role	Role, Member Type, Type
Team	Team, Team Name, Dept, Department, Group, Division, Unit

Only email is required. Rows with a missing email are skipped and reported after import. The role column defaults to User if the value is absent or unrecognised. The team column is only applied when teams_enabled is on — if a team name from the CSV doesn’t match any existing team, the row is flagged in the preview step so you can select the correct team or leave it blank before submitting.

Activating and deactivating

Deactivating a member immediately prevents them from logging in. Their existing task assignments and history are preserved. Reactivating restores full access without requiring a new invite.

Archiving members

Archiving is a permanent removal from active views intended for members who have left the organisation. An archived member:

Cannot log in.
Does not appear in the default member list, member pickers, or team assignment views.
Has all their task history, point transactions, activity log entries, and assignments preserved for historical accuracy.
Can be unarchived at any time by Admin or Root, which restores them to Active status without requiring a new invite.

How to archive: Open the member’s action menu (⋯ on their card) and choose Archive. A confirmation is shown before the action is committed.

Viewing archived members: Tap the Archived toggle in the Members page header to switch to the archived view. Archived member cards are visually distinct — they show a dashed left border, muted text, and italic name — so they are easy to identify at a glance.

Status chip: Active members show no status chip (active is the default state). Pending and Inactive members show a labelled chip. Archived members do not show a chip — the archived card styling serves as the indicator.

Support notes

If a member says they didn’t receive their invite email, check spam first, then use Resend Invite. Invites are sent via the account’s configured transactional email provider.
Users see all account members in the directory but cannot take management actions (invite, activate/deactivate/archive, change role). Management controls are only shown to Admin and Root.
A deactivated member’s tasks and history remain intact — reactivate their account to restore access rather than re-inviting, which would create a duplicate.
There are no member caps — Invite/Import buttons should always be enabled. If an admin reports them as greyed out, check for a UI display bug.
Members automatically deactivated during a plan downgrade receive no email — only Root is notified. Affected members will be unable to log in and should be directed to Root to reactivate or upgrade.
If an admin reports a member as “missing” from the list, check whether they were archived. Archived members only appear when the Archived toggle is active in the Members page header.
Archiving a member does not delete any of their work. Task assignments, completed items, point history, and activity log entries all remain fully intact and attributed to the archived member.
If a member’s team doesn’t appear on their card or detail page, check that teams_enabled is on and the member has been added to a team from the Teams page.