👥 Managing Members

The Members page is your home base for managing everyone on the platform. Add new staff one at a time, import them in bulk from a spreadsheet, search and filter the list, and keep things tidy by archiving people who've moved on. 👥

👀 Overview of the Members page

Open Members from the left navigation to see every person on your platform in one table. The header shows a total count (e.g. 47 members) and gives you quick access to the main controls.

Each row shows:

👤 Name — full name and username
📍 Primary Location — the member's main workplace
💼 Primary Profession — their job title or area of work
🔐 Role — the permission set assigned to them
🟢 Status — where they are in the onboarding journey (Created, Activated, or Engaged)

At the top of the page you'll find the Active / Archived tabs, the Import members and Add member buttons, a Search field, and a Filter control.

➕ Adding a single member

Use Add member when you want to onboard one person at a time.

Click Add member in the top right of the Members page.
Fill in the member's details in the Create member form:
- Email — optional if you're using a username
- Username — optional if you're using an email
- First name and Last name — required (up to 50 characters each)
- Workplace — their primary location
- Profession — their job title or area of work
- Role — sets what they can see and do on the platform
- Language — defaults to English
- Timezone — defaults to Europe/Copenhagen
(Optional) Click Show next to Add Additional Responsibilities if this member needs access beyond their primary workplace — see Additional Responsibilities below.
(Optional) Click Show next to Manage the Member's Password and External ID to:
- Set a temporary Password
- Toggle Must Change Password to force a reset on first sign-in
- Add an External ID to sync this member with an outside system (up to 100 characters)
Leave Send invite email on if you want the member to receive an invitation right away. Turn it off if you'd rather invite them later.
Click Create.

💡 Tip: A member needs at least one of Email or Username — but you don't need both.

Note: If you need a manager to cover several stores, regions, or countries, set their primary Workplace first, then use Additional Responsibilities to extend their reach.

🌍 Additional Responsibilities

Additional Responsibilities let you extend a member's access beyond their primary workplace. Use it for anyone whose job covers more than one location — district managers, country managers, area managers, field representatives, regional trainers, and so on.

Each responsibility you add gives the member access to all locations within that scope. So a single Country responsibility covers every workplace in that country, a District responsibility covers every workplace in that district, and so on. You don't need to add each store individually.

What a responsibility controls

A responsibility defines the member's scope — both for what they can see and what they can do:

📊 Data they can see — dashboards, reports, and engagement analytics are filtered to the locations within their scope.
📤 Who they can publish to — when they create articles, posts, or campaigns, they can target the members and locations inside their scope.
👥 Members they can manage — depending on their role, they can edit and support members at the locations within their scope.

Adding a responsibility

In the Create member or Edit member form, click Show next to Add Additional Responsibilities.
Pick the scope level from the first dropdown — for example Country, Region, District, or Area. The exact options depend on how your organisation's location hierarchy is set up.
Pick the specific value from the second dropdown — for example a country (Denmark, Germany, Spain) or a specific district.
Click Save to lock in that responsibility.
Repeat for any additional responsibilities the member needs.

Common setups

🇩🇰 Country manager — add one Country-level responsibility (e.g. Country: Denmark). They'll see data and publish to every location in Denmark.
🗺️ District manager — add a District-level responsibility (e.g. District: Copenhagen North). They'll cover every store in that district.
🚗 Field representative — add multiple responsibilities to match the patch they cover (e.g. three districts, or a region plus a few extra stores).
🌐 Multi-country lead — add one Country responsibility per country they oversee.

💡 Tip: Always set the member's primary Workplace first — it's their home base. Use Additional Responsibilities for everything on top of that, so the scope reflects the real shape of their job.

Note: Responsibilities scale with the location hierarchy. If your team adds a new store to a district, anyone with that District responsibility automatically picks it up — no need to re-edit every manager.

⚠️ Important: Responsibilities work alongside the member's Role. The role decides what they can do (publish, manage members, see dashboards), and the responsibility decides where they can do it.

📥 Importing members in bulk

For larger rollouts, use Import members to bring in many people at once from an Excel file.

Click Import members at the top of the Members page.
On the import screen, drag your file into the upload area, or click Upload manually to browse for it.
Wait for the file to process. Only .xlsx files are supported.

If you need a head start, scroll down to Export Members Template and click Generate Export File. This downloads all of your existing members as an Excel file you can edit and re-import.

💡 Tip: Exporting first is the safest way to update lots of members at once — fix what you need in the spreadsheet, then upload the same file back.

🔍 Searching and filtering

The Members page handles long lists with two tools:

Search

Type a name, username, or email into the Search… field at the top of the table. The list narrows as you type.

Filter

Click Filter to open a panel where you can narrow the list by Role. Tick one or more roles to show only members with those permissions. Use the search box inside the filter panel to find a role quickly when there are a lot of them.

You can also click the Name column header to sort the list alphabetically.

⚙️ Member actions

Hover over any row and click the Actions button (the three-dot menu on the right) to manage that member.

Actions on active members

👁️ View — open the member's details in a side panel
🔗 Go to profile — open their full profile page
✏️ Edit — change their details, role, or workplace
📦 Archive — move them out of the active list (keeps their data)
🕵️ Anonymize — strip personal information while keeping engagement data
🗑️ Delete — permanently remove the member
🔑 Reset Password — send them a password reset

Bulk actions

Tick the checkbox next to one or more rows to reveal a bulk action bar at the bottom of the page. From here you can Archive, Anonymize, or Delete several members in one go.

⚠️ Important: Delete and Anonymize can't be undone. Archive a member first if you might need them back later.

📦 Active vs Archived members

The Active and Archived tabs at the top of the page split your member list in two.

Active — everyone who can currently sign in and use the platform. This is the default view.
Archived — people you've archived. They no longer count toward your active license, but their data is preserved.

On the Archived tab, the Actions menu swaps Archive for Restore — click it to send the member back to the active list.

💡 Best practices

📥 Use bulk import for big rollouts — it's faster than adding people one by one, and the export-then-edit flow makes updates safer.
🔐 Pick the right role — roles control what each person can see and do, so set them carefully when you create the member.
🗺️ Set Workplace and Profession — these power audiences and reporting, so don't leave them blank.
📦 Archive instead of deleting when someone leaves — you keep their history and can restore them if they come back.
🔁 Re-export to keep your records fresh — generating a new export file is the easiest way to get an up-to-date member list to share offline.

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