Team Members

The Team Members settings page is your central hub for managing who has access to your PawPlacer account and what they can do. Here you can invite new team members, manage existing users, and control permissions through role assignments.

Accessing Team Members

1. Open Settings
2. Make sure the settings sidebar is showing Organization Settings
3. Click Team Members

Managing Team Members

Viewing Current Members

The Team Management card displays all users with access to your PawPlacer account. Use the All tab for current members and the Pending tab for invitations that have not been accepted yet.

For each current member, you can see:

• Name and email address
• Current role assignments
• When they joined your organization
• Whether they are the primary owner or your own account

You can search members by name or email, and switch between grid and table views.

Inviting New Members

To add new team members:

1. Click Invite Members at the top of the page
2. Enter the invitee's email address
3. Choose optional role templates or individual roles
4. Add up to five invitations in the same dialog if needed
5. Click Send Invitations

Invites count against your plan's member limit together with active members. If your organization has reached its member limit, the invite dialog shows an upgrade notice instead of the form.

The invited person will receive an email containing a one-click sign-in link. Clicking that link opens the invitation acceptance page, which handles several scenarios automatically:

• Already signed in with the correct account – The invitation is accepted immediately with no extra steps required.
• New to PawPlacer – The invitee is signed in from the invite email and prompted to set a password before joining.
• Signed in as the wrong account – The page shows which account is active and offers a "Sign out and continue" option so they can switch to the invited email.
• Sign-in link expired – The invitee can request a fresh one-click link directly from the page without needing to contact an admin. Fresh links can be requested once per minute while the team invitation itself is still active.

Managing Pending Invitations

Pending invitations appear in a separate section where you can:

• View who was invited and when
• See which roles were assigned
• Resend invitations if the original wasn't received
• Renew expired invitations
• Cancel invitations that are no longer needed

Primary owners can also adjust the roles attached to a pending invitation before it is accepted.

Understanding Roles and Permissions

Role Types

PawPlacer uses a role-based system to control what team members can access and modify:

1. Account Owner - Has full system access and cannot have roles modified
2. Admin - Has comprehensive access to all system features with some ownership restrictions
3. Privileged - Broad feature access without owner-level account controls
4. Standard Roles - Specialized roles with permissions focused on specific areas

Role Categories

Roles are organized into functional categories:

• Administration: Admin, Privileged
• Animal Care: Pet Manager, Medical Manager
• People: Volunteer Coordinator, Adoption Counselor, Foster Coordinator
• Operations: Event Manager, Transport Coordinator, and Task Manager
• Content: Form Administrator, Document Editor

Role Management

Assigning Roles

Primary owners can assign and update roles from the Team Members page.

To assign roles to a team member:

1. Click Assign Roles or open a member's action menu and choose Manage Roles
2. Select the team member if the dialog did not open from a specific member card
3. Choose a role template or switch to Custom Selection
4. Save the assignment

Removing Roles

When team members change positions or leave:

1. Open the member's action menu
2. Choose Manage Roles to replace the member's role set, or Remove All Roles to clear assigned custom roles

Comprehensive roles such as Admin and Privileged are exclusive: they cannot be combined with standard roles. To move someone from a comprehensive role to standard roles, remove the comprehensive role first.

Member removal and permanent user deletion are handled in Settings > Danger Zone, not in the role assignment dialog.

Understanding Role Restrictions

Comprehensive vs. Standard Roles

Comprehensive Roles (Admin, Privileged):

• Provide broad system access
• Cannot be combined with standard roles
• Shown with amber highlighting for easy identification
• Best for senior staff who need full access

Standard Roles:

• Focus on specific job functions
• Can be combined to match exact job requirements
• Allow precise permission control
• Ideal for staff with specialized responsibilities

Protected Roles

Certain roles have special protections:

• Admin Role: Admin users have broad access, but ownership-level account controls remain restricted
• Owner Role: Automatically assigned to account creator, cannot be modified
• Primary Owner: Can transfer ownership to another member
• These protections prevent accidental loss of critical access

Available Roles

Administration Roles

Animal Care Roles

People Roles

Operations Roles

Content Roles

Best Practices

Team Management Strategy

1. Start with Minimal Access: Begin with basic permissions and add roles as needed
2. Use Role Combinations: Combine standard roles to match exact job functions
3. Regular Reviews: Audit team permissions quarterly or when roles change
4. Document Assignments: Keep notes on why specific roles were assigned

Security Guidelines

1. Limit Admin Access: Reserve admin roles for senior leadership only
2. Remove Promptly: Remove access immediately when team members leave
3. Monitor Changes: Review the activity log for permission changes
4. Educate Team: Ensure members understand their access levels

Troubleshooting

Common Scenarios

"I can't assign a standard role"

• The user likely has a comprehensive role (Admin/Privileged)
• Remove the comprehensive role first, then assign standard roles

"I don't see role management actions"

• Role assignment is restricted to the primary owner on the Team Members page
• Ask the current owner to update roles or transfer ownership if needed

"A team member can't access certain features"

• Check their assigned roles on the member card
• Review your organization's role policy and assign the appropriate role
• Add the appropriate role with that permission

Managing Team Growth

As your organization expands:

1. Create standard role combinations for common positions
2. Document your role assignment policies
3. Train new administrators on the permission system
4. Review and update roles as your needs evolve