Members and seats

Settings → Members & seats is where every person in your organisation is invited, has their role changed, or is removed — and where you see how many licensed surveyor seats are actually in use.

What it is

A list of everyone with access, their role, and their status (active, invited, disabled), alongside a seat-usage bar showing active surveyors against your licensed count. Inviting someone by email either resolves their existing sign-in or creates one; a role change or removal takes effect immediately by updating both their access claims and their member record.

Before you start

Inviting someone or changing a role needs Module-admin access to Members. Only the organisation’s owner can change an org-admin’s — or the owner’s own — credentials or role.

How to do it

1. Open Settings → Members & seats and click Invite — enter an email and pick a role, or paste a list to invite several at once.
2. To change someone’s role later, open their row and pick a new one — you can never assign a role whose permissions exceed your own effective level.
3. To free up a surveyor seat or remove access entirely, set their status to removed — this revokes their access claim immediately; it does not delete anything they’ve already submitted.
4. Use the row menu’s credential actions — send a password reset, set a new password directly, or update an email — for someone locked out; these need a narrower grant (Edit-level Members access) than a full role change.

How it integrates

Assigning the surveyor role checks your licensed seat count first and is refused outright if you’re at capacity — see Seats: what is billed and what is free. Every role change, invite and removal is written to the audit log with who did it and when. A person’s granular permission overrides, if any, travel with their role change automatically — reassigning someone re-evaluates their overrides against the new role’s baseline rather than carrying old grants across blindly (see Granular permissions).

Common problems

• Invite fails with “no seats available.” You’re at your licensed surveyor-seat limit — add seats on the Billing page, or free one up by removing an inactive surveyor first.
• I can’t change an org-admin’s role or reset their password. Only the account’s literal Owner can act on an org-admin or the owner themselves — an org-admin can manage everyone else, but not each other.
• The last org-admin can’t be removed or demoted. That’s deliberate — an organisation must always keep at least one; promote someone else first.