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Change member roles, status and groups

Purpose

Kian now builds the shop's agents and connects its systems, so a plain Member role is no longer enough for him. Change a member's baseline role, disable or remove their Seat, give them custom roles and groups, and check what they can actually do.

Before you start

  • Select a team or organization workspace and open the Members tab.
  • You need permission to manage members. Changing custom roles also needs permission to manage roles, and changing groups needs permission to manage groups and a plan with groups. Group membership is hidden without permission to view groups. Assignment checkboxes are disabled without the corresponding management permission. A plan restriction can prevent saving.
  • You can only hand out access you hold yourself. Only an Owner can assign the Owner role. The workspace must retain an active Owner.

Steps

  1. Open Settings, choose "Workspace administration" under "Workspace". The Members tab lists each person with their name, username, "Role", "Seat status" and the number of "Groups". Use "Search members" to filter, and "Previous" and "Next" to page through 50 at a time.
  2. Choose the pencil button at the end of the row (its label is "Manage [username]"). A dialog opens with the member's name as its title.
  3. "Baseline role": Member, Admin or Owner (Owner is offered only to Owners).
  4. "Seat status": "Active", "Disabled" or "Remove member". A disabled Seat keeps the person's place but blocks access. Removing frees the Seat and clears their group memberships.
  5. "Assigned roles": tick custom roles for this person (up to 50 direct custom roles per member). If none exist yet, the dialog points you to the Roles tab.
  6. "Group membership": search for a group with "Search groups to assign" and tick the groups (up to 500 groups per member). Choose "Load more groups" for more.
  7. Choose "View effective permissions" to see every permission the person currently has from their baseline role, assigned roles and groups combined. This works only for Active members. Disabled or Invited members show a seat-not-found error.
  8. Choose "Save". The dialog closes and the table refreshes.

Expected result

The table shows the new role, the new status ("Active" or "Disabled") and the group count. The person's access changes at once. Removed people no longer see the workspace in their list, and workspace data stays in the workspace.

Troubleshooting

Problem What to do
"Assign another active owner first." Every workspace needs an active Owner. Make someone else an Owner before demoting, disabling or removing the last one.
"Only an owner can do this." Ask an Owner to assign the Owner role.
"You cannot grant permissions that you do not have." The role or group you picked contains permissions you lack.
Role or group fields are greyed out You lack permission to manage roles or groups. If the group field is missing, you lack permission to view groups.
"This workspace has reached its seat limit." To restore a removed member, use Add member with their username. A free seat is required.
"You do not have permission to do this." Your role does not include member management. Ask an Owner or Admin.
The "Save" button stays disabled You cannot manage members in this workspace.

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