Managing Members
Add, remove, and manage team members in YAPL.
Managing Members
Team members form the foundation of collaboration in YAPL. This guide covers viewing members, changing roles, removing members, and managing member access.
Viewing Team Members
Accessing the Members List
- Navigate to Teams in the sidebar
- Click on a team name
- Select the Members tab
Member Information
Each member entry shows:
| Field | Description |
|---|---|
| Name | Full name of the member |
| Contact email | |
| Role | Lead, Member, or Viewer |
| Joined | Date they joined the team |
| Status | Active or Inactive |
Adding Members
Members are added through the invitation process:
- Open your team
- Go to Invitations tab
- Click Invite Members
- Send invitation via email or link
See Team Invitations for detailed instructions.
Changing Member Roles
Who Can Change Roles
Only Team Leads can modify member roles.
How to Change a Role
- Open the team
- Navigate to Members tab
- Find the member
- Click the role dropdown or actions menu
- Select the new role
- Confirm the change
Available Roles
| Role | Description |
|---|---|
| Lead | Full team management access |
| Member | Standard edit access |
| Viewer | Read-only access |
Role Change Restrictions
You cannot:
- Demote the last Lead (at least one required)
- Change workspace owners' access (automatic)
- Promote beyond your own role
Before demoting a Lead, ensure at least one other Lead exists in the team.
Removing Members
When to Remove Members
Remove members when they:
- Leave the organization
- No longer need access to team projects
- Move to a different team
- Complete a temporary assignment
How to Remove a Member
- Open the team
- Go to Members tab
- Find the member to remove
- Click the actions menu (three dots)
- Select Remove from Team
- Confirm removal
What Happens When Removed
The removed member:
- Loses access to team-assigned projects immediately
- Is removed from the team member list
- Keeps their YAPL account
- Retains access through other teams (if applicable)
- Historical activity remains attributed to them
Restrictions on Removal
You cannot remove:
- The last Lead (promote someone else first)
- Yourself if you're the last Lead
- Workspace owners from the system team
Member Status
Active Members
- Currently part of the team
- Have access based on their role
- Counted toward workspace member limits
Inactive Members
Members become inactive when:
- Removed from team (soft delete for audit)
- Account deactivated
- Workspace access revoked
Multiple Team Membership
Members can belong to multiple teams simultaneously:
How It Works
- Same user can be in Team A and Team B
- Different roles possible in each team
- Access combines based on team assignments
Example Scenario
User "John" is:
- Lead in "Engineering Team" - manages engineering projects
- Viewer in "Management Team" - views management reports
John has Lead access to Engineering projects and view-only access to Management projects.
Workspace Member Limits
Your subscription limits total workspace members:
| Tier | Member Limit |
|---|---|
| Trial | 10 seats (14-day trial) |
| Basic | 3 seats (fixed) |
| Professional | 10 included (+$6/seat) |
Members count once per workspace, regardless of how many teams they're in.
When Limits Are Reached
If you're at your member limit:
- Cannot invite new members
- Existing members unaffected
- Options: upgrade plan or remove inactive members
Member Activity
Viewing Member Activity
Team detail pages show member activity:
- Recent actions by members
- Projects they're working on
- Last active timestamp
Activity in Workspace Owners Team
The Workspace Owners system team shows workspace-wide activity instead of team-specific activity.
Best Practices
Regular Review
- Audit team membership quarterly
- Remove members who no longer need access
- Update roles as responsibilities change
Role Appropriateness
- Match roles to actual responsibilities
- Don't over-assign Lead roles
- Use Viewer sparingly
Documentation
- Document why members were added/removed
- Track role changes for compliance
- Maintain member access records
Bulk Member Operations
Currently, member management is done individually. For large changes:
- Plan changes in advance
- Process members one at a time
- Verify changes were successful
Troubleshooting
Cannot Remove Member
"Cannot remove last Lead"
- Promote another member to Lead first
- Every team needs at least one Lead
"You don't have permission"
- Only Leads can remove members
- Check your role in the team
Member Still Has Access
After removal, if they still have access:
- They may be in another team with access
- They may be a workspace owner
- Refresh and check all team memberships
Cannot Change Role
- Verify you're a Lead
- Check if they're the last Lead
- Ensure you're not demoting below your role
Member Not Appearing
- Refresh the page
- Check they accepted the invitation
- Verify the team filter/search
Related Topics
- Team Roles - Role permissions
- Team Invitations - Adding new members
- Creating Teams - Team setup
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