Managing Team Members

Learn how to view, organize, and manage the people on your team -- including changing roles, controlling account access, and removing members when needed.

Who can do this? Only Admins can manage team members, change roles, and control account access.

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Viewing Your Team

To see everyone on your team, go to Settings and select the Team Members tab.

The Active Members section displays a table with the following columns:

• Member -- Name and profile photo

• Email -- The member's email address

• Role -- Their organization-level role (Admin, Editor, or Member)

• Bypass Approval -- Whether the member can publish posts without going through the approval workflow

The total number of active members is shown in the section header.

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Understanding Roles

Rool uses a two-level role system: organization roles that control what a person can do across the whole organization, and account roles that control what they can do within specific accounts (branches/locations).

Organization Roles

Admins and Editors automatically have the Bypass Approval privilege, meaning their posts do not require approval before publishing. Members go through the standard approval workflow.

Account Roles

When a Member is assigned to a specific account, they receive one of two account-level roles:

Admins and Editors do not need account assignments -- they automatically have access to all accounts in the organization.

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Changing a Member's Role

To update someone's organization role:

1. Navigate to Settings > Team Members.

2. Locate the member in the Active Members table.

3. Change their role using the role controls.

Keep in mind:

• You cannot change your own role if you are the last Admin in the organization. There must always be at least one Admin.

• When a member's role changes to Admin or Editor, they automatically gain the Bypass Approval privilege and access to all accounts.

• When a member's role changes to Member, they will only have access to accounts they are specifically assigned to.

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Managing Account Access

The Account Access tab in Settings lets you control which accounts each team member can work with.

Viewing Account Assignments

Each member is listed with their profile information, organization role, and their current account assignments shown as badges. Each badge displays the account name and the member's role (Manager or Contributor).

• Admins and Editors show the note "Has access to all accounts" since they do not need individual assignments.

• Members show their specific account assignments, or "Not assigned to any accounts" if none have been set.

Assigning a Member to an Account

1. Go to Settings > Account Access.

2. Click the Assign to Account button in the top-right corner.

3. In the dialog that appears, select:

   • User -- Choose the team member from the dropdown

   • Account -- Choose the account to grant access to

   • Role -- Select either Manager (can create and edit posts) or Contributor (can only create posts)

4. Click Assign to save.

Removing an Account Assignment

To revoke a member's access to a specific account:

1. Go to Settings > Account Access.

2. Find the member whose access you want to change.

3. Click the X button on the account badge you want to remove.

The member will immediately lose access to that account.

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Inviting New Team Members

You can invite new people to your organization from either the Team Members tab or the Account Access tab.

1. Click the Invite Team Member button.

2. In the invitation dialog, fill in:

   • Email Address -- The email of the person you want to invite

   • Organization Role -- Choose Admin, Editor, or Member

3. If you selected Member, you must assign them to at least one account:

   • Check the boxes next to the accounts they should have access to

   • For each selected account, choose whether they should be a Manager or Contributor

4. Click Send Invitation.

The invitee will receive an email with instructions to join your organization.

Role Summaries in the Invite Dialog

When selecting a role during invitation, a brief description appears:

• Editor -- "Full org access (no billing)"

• Member -- "Access to assigned accounts only"

• Admin -- "Full admin access including billing"

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Managing Pending Invitations

Below the active members list on the Team Members tab, you will find the Pending Invitations section. This shows all invitations that have been sent but not yet accepted.

Each pending invitation displays:

• Email -- The invitee's email address

• Role -- The organization role they were invited with

• Accounts -- The accounts they will be assigned to (or "All accounts" for Editors and Admins)

• Invited By -- The team member who sent the invitation

• Sent -- How long ago the invitation was sent

Resending an Invitation

If someone hasn't accepted their invitation, you can resend it:

1. Find the invitation in the Pending Invitations table.

2. Click Resend.

A new invitation email will be sent to the recipient.

Revoking an Invitation

To cancel an invitation that hasn't been accepted:

1. Find the invitation in the Pending Invitations table.

2. Click Revoke.

3. In the confirmation dialog, click Revoke Invitation to confirm.

Once revoked, the invitation link will no longer work. You can always send a new invitation later if needed.

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Removing a Team Member

To remove someone from your organization:

1. Go to Settings > Team Members.

2. Find the member you want to remove.

3. Use the remove action for that member.

Important notes about removing members:

• You cannot remove the last Admin. If you need to leave, first promote another member to Admin.

• Removing a member revokes all of their access, including any account assignments.

• Removed members would need a new invitation to rejoin the organization.

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Quick Reference