Rolebase

Members

Manage team members, invitations, and organization roles.

Overview

Members are the people in your organization. Each member has a profile, one or more roles, and an organization-level role that determines their permissions.

Creating Members

There are two ways to add members:

Direct Creation

Admins and Owners can create a member entry directly by providing a name. This creates a placeholder member that can later be linked to a user account via invitation.

Invitation by Email

The most common flow:

  1. Navigate to the members section of your organization.
  2. Click Invite and enter one or more email addresses.
  3. Each invitee receives an email with a link to join.
  4. When they accept, their user account is linked to the member entry.
Info Circle Pending Invitations

Pending invitations are automatically resent with decreasing frequency until accepted or manually cancelled. You can track invitation status from the members list.

Organization Roles

Every member has an organization-level role that controls their permissions:

RolePermissions
OwnerFull access. Can manage subscriptions, billing, delete the organization. Only one Owner per organization.
AdminCan invite and manage members, modify organization settings.
MemberCan participate in roles, meetings, tasks, and threads. Can edit content they have access to.
ReadonlyCan view the organization structure and content but cannot make changes or participate.
Warning 2 Owner Role

There is typically one Owner per organization. The Owner role includes all Admin permissions plus the ability to manage subscriptions and perform destructive actions like deleting the organization.

Member Profiles

Each member has a profile that includes:

  • Name is the display name shown throughout the app.
  • Picture is the profile photo or avatar.
  • Description is a short bio or description of the member’s background and skills.

Profiles help team members get to know each other, especially in larger organizations or remote teams.

Assigning Roles

Once a member exists in the organization, they can be assigned to roles:

  1. Navigate to a role.
  2. Select a sub-role or create a new one.
  3. Assign the member to that role.

A member can hold multiple roles across the organization. Their role memberships are derived from the roles they hold.

Archiving Members

When a member leaves the organization, you can archive them instead of deleting them:

  • Archived members are removed from all active roles.
  • Their historical participation in meetings, tasks, and threads is preserved.
  • Archived members no longer count toward seat-based subscription limits.
  • They can be restored if they return.
Lamp On Prefer Archiving

Archiving preserves the organization’s history. Only delete a member if you want to remove all traces of their participation.

Invitation Flow Details

The invitation process works as follows:

  1. An Admin or Owner enters the invitee’s email address.
  2. Rolebase creates a member entry and sends an invitation email.
  3. The invitee clicks the link and either signs up or logs into an existing account.
  4. Their user account is linked to the member entry.
  5. They immediately gain access based on their assigned organization role.

If the invitee already has a Rolebase account, the invitation is linked automatically after login.

Next Steps