Team Members Guide

Invite and manage your organization's team members with role-based access control.

Quick Start

Team Members allows you to invite colleagues to your organization, assign roles (Owner, Admin, or Member), and manage their access. The number of team members you can invite depends on your subscription tier.

Who can invite? Only organization owners and admins can invite new members.

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For Organization Owners

How to Invite a Team Member

1. Click Settings in the left sidebar
2. Select Team Members
3. Click Invite Member
4. Enter the colleague's email address
5. Choose a role:
   • Admin — Can invite members, manage roles, remove members
   • Member — Can access org data, cannot manage members
6. Click Send Invitation

The colleague will receive an email with an invitation link valid for 7 days.

How to Manage Team Members

Change a Member's Role

1. In the Team Members list, find the member
2. Click the menu (⋮) next to their name
3. Select Change Role
4. Choose Admin or Member
5. Click Save

Remove a Member

1. Find the member in the Team Members list
2. Click the menu (⋮) next to their name
3. Select Remove Member
4. Confirm removal

Cancel a Pending Invitation

1. In the "Pending Invitations" section, find the invite
2. Click Cancel
3. The invitation will expire immediately

Member Limit by Tier

Your subscription tier determines how many team members you can invite:

Upgrade to invite more members → Click "Upgrade" in the tier usage bar.

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For Organization Admins

How to Invite a Team Member

Follow the same steps as owners, but note:

• You can only invite members as Member or Admin roles
• You cannot invite new owners (contact your organization owner)

How to Manage Members

You can:

• ✅ Change member roles (Member → Admin)
• ✅ Remove members
• ❌ Cannot change admin or owner roles
• ❌ Cannot remove the organization owner

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For Team Members

How to Accept an Invitation

1. Check your email for the invitation from KwenTalk
2. Click the Accept Invitation button or link
3. If not logged in, log in with the email address that was invited
4. Review the invitation details (organization name, role, inviter)
5. Click Accept to join the organization

After accepting, you'll have full access to the organization based on your role.

How to Leave Organization

To leave an organization:

1. Go to Settings → Team Members
2. Find your name in the members list
3. Click the menu (⋮) next to your name
4. Select Leave Organization
5. Confirm your decision

Note: You cannot leave if you're the organization owner. Transfer ownership first.

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Mobile

Team Members on Mobile

Access team members from the Settings app (⚙️):

1. Open the app and go to Settings (bottom menu)
2. Tap Team Members
3. You'll see:
   • Tier usage — Current members vs. limit
   • Members list — All team members with roles
   • Pending invites — Waiting for acceptance

Mobile Actions

Invite a Member (Owner/Admin only)

1. Tap the + Invite button
2. Enter email address
3. Select role (Admin or Member)
4. Tap Send

Change Role (Owner only)

1. Long-press or tap the menu icon on a member
2. Select Change Role
3. Choose new role
4. Tap Confirm

Remove Member (Owner/Admin)

1. Long-press or tap the menu icon on a member
2. Select Remove
3. Confirm removal

Leave Organization (Member only)

1. Tap your name in the members list
2. Select Leave Organization
3. Confirm

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FAQ

Q: What email should I invite? A: Invite the email address your colleague uses for their personal account. They'll use this email to accept and log in.

Q: What if someone's email is already invited? A: You'll see an error. Pending invitations expire after 7 days. You can cancel and re-send if needed.

Q: Can I change my own role? A: No. Only owners can change roles for others. If you're an owner, to change your role, the organization needs another owner to do it.

Q: What if I'm at my member limit? A: You'll see "Member limit reached" and a button to upgrade. Upgrade your plan to invite more members.

Q: Can an admin remove the owner? A: No. Only the owner can be removed by another owner or by themselves (through transfer).

Q: What happens if I remove a member? A: They lose access to the organization immediately. They can be re-invited later if needed.

Q: Can I invite someone who's already in another organization? A: Yes. When they accept, they'll automatically leave their previous organization and join yours.

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Troubleshooting

Issue: Invitation email not received Solution:

1. Check spam/junk folder
2. Wait a few minutes (email delivery can be slow)
3. Cancel and resend the invitation
4. Verify you typed the email address correctly

Issue: "Invalid invitation link" error Solution:

1. The invitation may have expired (7-day limit)
2. Ask your organization owner to send a new invitation
3. Make sure you're logged in with the invited email address

Issue: Can't see the Team Members option Solution:

1. You must be an organization owner or admin
2. If you just accepted an invitation, refresh the page
3. Contact your organization owner to verify your role

Issue: "You're not authorized to perform this action" Solution:

1. You may not have admin/owner permissions
2. Only owners/admins can manage team members
3. Contact your organization owner

Issue: Invitation shows "already a member" Solution:

1. This person is already in your organization
2. Check the Team Members list
3. If you need to change their role, use "Change Role" option

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