# Managing Members (https://yapl.app/en/docs/user-guides/teams/managing-members)

# 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

1. Navigate to **Teams** in the sidebar
2. Click on a team name
3. Select the **Members** tab

### Member Information

Each member entry shows:

| Field | Description |
|-------|-------------|
| Name | Full name of the member |
| Email | 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:

1. Open your team
2. Go to **Invitations** tab
3. Click **Invite Members**
4. Send invitation via email or link

See [Team Invitations](/docs/user-guides/teams/team-invitations) for detailed instructions.

## Changing Member Roles

### Who Can Change Roles

Only **Team Leads** can modify member roles.

### How to Change a Role

1. Open the team
2. Navigate to **Members** tab
3. Find the member
4. Click the role dropdown or actions menu
5. Select the new role
6. 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

<Callout type="warn">
Before demoting a Lead, ensure at least one other Lead exists in the team.
</Callout>

## 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

1. Open the team
2. Go to **Members** tab
3. Find the member to remove
4. Click the actions menu (three dots)
5. Select **Remove from Team**
6. 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) |

<Callout type="info">
Members count once per workspace, regardless of how many teams they're in.
</Callout>

### 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:

1. Plan changes in advance
2. Process members one at a time
3. 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](/docs/user-guides/teams/team-roles) - Role permissions
- [Team Invitations](/docs/user-guides/teams/team-invitations) - Adding new members
- [Creating Teams](/docs/user-guides/teams/creating-teams) - Team setup