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Team Setup and Member Management

Learn how to build and manage your team in Taskr. This guide covers inviting members, assigning roles, and organizing your workforce.

For detailed permission information, see Permissions & Access Control.

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Accessing Team Management

Navigate to team management:

1. Settings > Team Members from the sidebar, or
2. Settings → Team Members sub-menu

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Inviting Team Members

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Send an Invitation

1. Click Invite Member button
2. Fill in the invitation form:
   • Email Address: The person’s email (required)
   • Role: Select their permission level
   • Team: Which team(s) to add them to
3. Click Send Invitation

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Invitation Details

See Role Definitions for detailed descriptions of each role.

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Bulk Invitations

To invite multiple people:

1. Click Bulk Invite or Import
2. Upload a CSV file with columns:
   • email (required)
   • role (optional, defaults to “member”)
   • team (optional)
3. Review the import preview
4. Click Send All Invitations

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Invitation Status

Track pending invitations: Actions for pending invitations:

• Resend: Send the invitation email again
• Revoke: Cancel the invitation
• Copy Link: Copy invitation link to share manually

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Managing Existing Members

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View Team Members

The team members page shows:

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Edit a Member

1. Click on a team member’s row
2. In the detail sheet, click Edit
3. Modify their information:
   • Name and contact details
   • Role assignment
   • Team memberships
   • Notification preferences
4. Click Save

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Change Member Role

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

Note: Only owners can promote someone to owner. Admins can change member roles but cannot create new admins without owner approval.

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Remove a Member

1. Find the member in the list
2. Click the actions menu (⋮)
3. Select Remove from Organization
4. Confirm the removal

What happens when you remove someone:

• They lose access immediately
• Their created records remain (assigned to their ID)
• They can be re-invited later
• Active sessions are terminated

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Team Assignments

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Adding Members to Teams

1. Open the member’s detail sheet
2. Find the Teams section
3. Click Add to Team
4. Select the team(s)
5. Save changes

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Removing from Teams

1. Open the member’s detail sheet
2. Find the Teams section
3. Click the X next to a team
4. Confirm removal

Note: A member must belong to at least one team. You cannot remove their last team assignment.

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Team Roles vs Organization Roles

A user might be:

• Organization Member but Team Admin (manages one team’s work)
• Organization Admin but regular Member in some teams

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Role Assignments

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Understanding Roles

Taskr has four system roles, listed from most to least privileged: Owner:

• Full control of everything
• Manages billing and subscription
• Can delete the organization
• Usually the account creator or business owner

Admin:

• Manages users and settings
• Full operational control
• Cannot delete organization or transfer ownership
• Ideal for office managers and operations directors

Manager:

• Team-level control
• Can invite/remove members but not change roles
• Full access to business operations (CRUD, export, send)
• Cannot modify organization settings
• Ideal for team leads and supervisors

Member:

• Standard feature access
• Cannot manage organization settings
• Cannot invite or remove users
• Cannot delete records or export data
• Ideal for field staff and general employees

For complete details, see Role Definitions and Permission Matrix.

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Role Assignment Best Practices

Recommendations:

• ✅ Have at least 2 owners (backup access)
• ✅ Keep owner count minimal (security)
• ✅ Use admin for day-to-day management
• ✅ Use manager for team leads (instead of admin)
• ✅ Default to member unless elevated access needed

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User Profiles

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Profile Information

Each member profile includes:

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Profile Customization

Members can customize their own profiles:

1. Click avatar → Profile
2. Or go to Settings > General
3. Update personal information
4. Upload a profile photo
5. Set preferences

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Team Communication

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Finding Team Members

From the search bar:

1. Press Cmd/Ctrl + K
2. Type the person’s name
3. Click their profile in results

From assignments:

• Job assignments show team members
• Comments mention team members with @

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Mentioning Team Members

In any text field that supports mentions:

1. Type @ followed by their name
2. Select from the dropdown
3. They’ll receive a notification

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Access Control

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What Each Role Can Access

For the complete permission matrix, see Permission Matrix.

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Restricting Access

To limit what certain users can see:

1. Use team assignments: Put sensitive data in restricted teams
2. Use role permissions: Assign appropriate roles
3. Use record-level assignments: Assign records to specific users

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Inactive Members

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Deactivating a Member

Instead of removing, you can deactivate:

1. Find the member
2. Click actions menu (⋮)
3. Select Deactivate

Deactivation effects:

• Cannot log in
• Doesn’t count toward seat limits
• Records and history preserved
• Can be reactivated later

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Reactivating a Member

1. Toggle “Show inactive” filter
2. Find the deactivated member
3. Click Reactivate
4. They can log in again immediately

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Best Practices

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Onboarding New Members

1. Before inviting:
   • Determine appropriate role
   • Identify team assignment(s)
   • Prepare any training materials
2. Send invitation:
   • Use their work email
   • Include a welcome message
   • Notify their manager
3. After they join:
   • Verify profile is complete
   • Assign to appropriate teams
   • Introduce key workflows

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Offboarding Members

1. Before removing:
   • Reassign their active jobs
   • Transfer ownership of critical records
   • Export any necessary reports
2. Remove access:
   • Deactivate or remove the user
   • Verify they can’t log in
   • Update any shared credentials
3. Clean up:
   • Review their pending items
   • Update team assignments as needed

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Security Checklist

• Review team member list monthly
• Remove departed employees promptly
• Audit role assignments quarterly
• Ensure multiple owners exist
• Document who has admin access

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Troubleshooting

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Invitation Not Received

Solutions:

1. Check spam/junk folder
2. Verify email address is correct
3. Resend the invitation
4. Try a different email address
5. Share the invitation link directly

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Member Can’t Access Features

Possible causes:

• Wrong role assigned
• Not on the correct team
• Feature requires higher role

Solutions:

1. Verify role assignment
2. Check team membership
3. Elevate role if appropriate
4. Check feature permissions

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Can’t Remove a Member

Possible causes:

• They’re the only owner
• You don’t have permission
• They have active assignments

Solutions:

1. Assign another owner first
2. Contact an owner to remove
3. Reassign their active items

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