Managing Members

Invite team members to your organization, manage their access, and control what they can do in Cothon.

Inviting Members

Send Invitations

Invitation Details

Bulk Invitations

Invite multiple members at once:

1. Prepare CSV file with columns: email, role, teams
2. Click Bulk Import
3. Upload CSV file
4. Review and confirm
5. Send all invitations

Invitation Status

Track pending invitations:

Member Lifecycle

New Member Onboarding

When a member joins:

1. They receive welcome email
2. Guided setup wizard starts
3. Added to assigned teams
4. Access granted based on role

Member States

Managing Existing Members

Viewing Members

1. Go to Settings > Organization > Members
2. See list of all members with:
   • Name and email
   • Role
   • Teams
   • Last active
   • Status

Filtering Members

Filter the member list by:

• Role (Admin, Manager, Member)
• Team
• Status (Active, Inactive)
• Join date
• Search by name/email

Member Details

Click a member to see:

• Profile information
• Current teams
• Permission summary
• Activity history
• Shared content

Editing Member Access

Changing Roles

Managing Team Membership

Add or remove from teams:

1. Open member details
2. Go to Teams section
3. Add: Click Add to Team and select team
4. Remove: Click X next to team name

Custom Permissions

Override role defaults for specific members:

1. Open member details
2. Go to Permissions tab
3. Toggle specific permissions
4. Custom permissions override role defaults

Suspending Members

When to Suspend

Suspend rather than remove when:

• Leave of absence
• Investigation in progress
• Temporary access restriction
• Contract ended but may return

How to Suspend

1. Open member details
2. Click Suspend Access
3. Provide reason (internal note)
4. Set duration (optional)
5. Confirm suspension

Suspension Effects

When suspended:

• Cannot log in
• Removed from active sessions
• Retains data and settings
• Can be reinstated easily

Reinstating Members

1. Open member details
2. Click Reactivate
3. Confirm reactivation
4. Member can log in again

Removing Members

When to Remove

Remove members when:

• Employment ended
• Contract terminated
• No longer needs access

How to Remove

Content Transfer Options

When removing a member:

What Removal Does

• Revokes all access immediately
• Ends all active sessions
• Removes from all teams
• Does NOT delete shared content by default

Member Activity

Activity Tracking

See what members are doing:

1. Open member details
2. Click Activity tab
3. View:
   • Recent logins
   • Content created/edited
   • Analyses completed
   • Proposals generated

Exporting Activity

For compliance or review:

1. Select member
2. Click Export Activity
3. Choose date range
4. Download CSV

Member Settings

Per-Member Settings

Customize individual settings:

Inherited Settings

Members inherit organization defaults:

• Security policies
• Content policies
• Integration access
• Feature flags

Troubleshooting

Member Can't Log In

1. Check member status (not suspended)
2. Verify email address correct
3. Reset password if needed
4. Check 2FA status
5. Review security logs

Member Missing Access

1. Verify role has required permissions
2. Check team membership
3. Look for custom permission overrides
4. Confirm content is shared with them

Invitation Not Received

1. Check spam/junk folder
2. Verify email address
3. Resend invitation
4. Try alternate email

Best Practices

Regular Reviews

• Monthly: Review inactive members
• Quarterly: Audit permissions
• Annually: Full access review

Offboarding Checklist

1. Transfer content ownership
2. Remove from teams
3. Revoke API keys
4. Remove from integrations
5. Remove from organization

Documentation

• Document role assignments
• Note custom permissions
• Keep access request records
• Log removal reasons

Next Steps

• Roles - Understand permission levels
• Teams - Organize members into teams
• Security - Security settings