Team members are managed on the Team Members page: select your profile photo or initials in the top-right corner, then Team Members. It lists everyone on your team with their email, role, web access, caseload and status, and it is where you add or import team members, send invitations, run batch actions, and open a person's profile to edit them. Participants are managed separately from the participant list in the main navigation.
Participants are labelled Clients, Students, Residents or Explorers depending on your account type. On family accounts the page manages guides and the buttons read Add Guide.
Who can do this, and where
Web only.
The Team Members link appears for Super Admins, General Admins, and any custom role whose Team module permission is Administrator. The Supporter preset for the Team module allows editing team members you open directly but does not show the page.
What is on the page
Add Team Member opens the form to add one person. Import Team Members uploads an Excel file. Both are hidden when your plan has no team member seats left.
The search box, Search team members..., finds people by name.
Sort by offers Name, Role, Status and Join Date.
Filter opens Filter Team Members with Status (Active, Inactive, Pending), Groups and Role. Pending means Invited or Not Invited.
Batch Actions offers Send Invite and Enable Web Access, depending on your permissions.
Each row shows the person's name and title, Email, Role, Web Access (True or False), Designated Participants (the number of active participants assigned to a Designated-scope supporter, or "All" for Full-scope roles), Pathway Steps (active steps they support, when Pathways is enabled) and a status badge: Active, Inactive, Invited or Not Invited.
The menu at the end of a row offers Send Invitation or Resend Invite (until the person accepts an invitation) and Edit Profile.
Common tasks
Add one team member: select Add Team Member, fill in name, email, role and title, and choose whether to send the invitation. See Add a team member and send their invitation
Add many: select Import Team Members and upload an .xlsx file with name, email and role columns. See Import team members from a spreadsheet
Invite or re-invite: use the row menu, or Batch Actions, then Send Invite. See Resend a team member's invitation
Give supporters web access in bulk: Batch Actions, then Enable Web Access.
Edit someone: open the row menu and select Edit Profile, or open their profile and select Edit Profile & Settings. See Edit a team member's profile, role and settings
Deactivate someone: open their Access tab and set Status to Inactive.
Find inactive team members: select Filter and choose Inactive under Status.
Limits and what the errors mean
The list opens without inactive people. The Team Members link applies the Active and Pending filters. Choose Inactive in the Status filter to see deactivated team members.
No Add Team Member or Import Team Members button: your plan counts team member seats and none are free. Deactivate someone or contact the Equip team for more seats.
No Team Members link in your menu: your role's Team module permission does not include navigating to the page. An administrator can change that under Account Settings, then Permissions.
Web Access shows False for an admin: only supporter-type roles can have web access off. If an admin shows False, they are not Active yet; the column reads False for Invited, Not Invited and Inactive people.
Designated Participants shows 0 for a supporter who should have a caseload: assign participants from the supporter's Access tab or the participant list batch action.
Seat counting: active administrators and active supporters with web access count as team member seats. Invited, Not Invited and Inactive people do not.
FAQ
Why do I see Team Members instead of Manage Users?
The page is called Team Members. Older help content and screenshots may call it Manage Users or Team; it is the same page, reached from your profile menu.
Where do I manage participants?
From the participant list in the main navigation, labelled with your account's participant term (Clients, Students, Residents or Explorers). Team Members only lists staff.
Can I add more than one team member at once?
Yes. Select Import Team Members and upload an Excel (.xlsx) file with at least name, email and role columns. Equip validates the file before importing and emails you when it is done.
Can I send invitations later?
Yes. Turn off Send Invite Email when adding or importing, then use Send Invitation or Resend Invite in the row menu, or Batch Actions, then Send Invite, when they need access.
Why do some team members have web access settings and others do not?
Only supporter-type roles can be limited to the mobile app, so only they have the Web Access Enabled toggle. Admin-type roles always have web access.
What does the Designated Participants column mean?
For a supporter whose role has Designated scope, it counts the active participants assigned to them. Roles with Full scope show "All" because they can see every participant.
Where do I see who still needs to accept their invitation?
Select Filter and choose Pending under Status. The list then shows only Invited and Not Invited team members, and the row menu offers Send Invitation or Resend Invite for each.
Related
Add a team member and send their invitation
Import team members from a spreadsheet
Resend a team member's invitation
Enable web access for several team members at once
Edit a team member's profile, role and settings
What do the team member statuses Active, Inactive, Invited and Not Invited mean?
What is the difference between a supporter, a team member, and an administrator?