> ## Documentation Index
> Fetch the complete documentation index at: https://docs.pilotflows.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Members
> Manage organization members, roles, permissions, and invitations
# Members
The Members module allows you to manage all people in your organization. Invite new members, assign roles, control permissions, and track member activity.
## Overview
Member management is essential for controlling access to your organization's features and data. Each member can have different roles and permissions based on their responsibilities.
## Key Features
Send email invitations to new members individually or bulk import via CSV. Customize invitation messages and set default roles.
Create custom roles with specific permissions. Assign roles to members to control what they can access and modify.
View detailed member profiles including contact information, roles, permissions, and activity history.
Import multiple members at once using CSV templates. Export member lists for reporting or backup purposes.
## Inviting Members
Navigate to **Organization** → **Members** from your dashboard sidebar.
Click the **Invite Member** button to open the invitation dialog:
* Enter the member's email address
* Select their role (or assign later)
* Optionally customize the invitation message
* Click **Send Invitation**
For multiple members, use the CSV import feature:
1. Click **Import Members** → **Download CSV Template**
2. Fill in the template with member information
3. Upload the completed CSV file
4. Review and confirm the import
The CSV template includes columns for email, first name, last name, role, and optional custom fields.
The invited member receives an email with a link to join. Once they click the link and create an account (if needed), they'll be added to your organization.
Invitations expire after a set period. You can resend expired invitations from the members list.
## Managing Roles
Roles define what members can do in your organization. Each role has specific permissions assigned to it.
In the Members page, click on **Roles** to see all available roles in your organization.
Common default roles include:
* **Owner** - Full access to everything
* **Admin** - Administrative access (may have some restrictions)
* **Member** - Basic member access
* **Viewer** - Read-only access
1. Click **Create Role**
2. Enter a role name and description
3. Select permissions for each module:
* Accounting (invoices, expenses, etc.)
* Members (invite, edit, remove)
* Aircraft (view, edit, manage)
* Calendar (create events, edit, delete)
* Documents (view, upload, delete)
* And more...
4. Save the role
You can assign roles when inviting members or update existing members:
1. Find the member in the members list
2. Click the **More** menu (three dots)
3. Select **Edit Role**
4. Choose the new role
5. Save changes
Changing a member's role immediately updates their permissions. Make sure the new role is appropriate for their responsibilities.
## Member List Features
The members list provides several ways to view and manage members:
### View Options
* **Table View** - Detailed table with all member information
* **Card View** - Visual cards showing member avatars and key info
* **Column Customization** - Show or hide specific columns
### Filtering and Search
* **Search** - Search by name, email, or role
* **Filter by Role** - Show only members with specific roles
* **Filter by Status** - Active, pending, or inactive members
* **Sort** - Sort by name, join date, role, etc.
## Member Actions
For each member, you can perform various actions:
Click on a member's name or avatar to view their full profile, including:
* Contact information
* Assigned roles and permissions
* Activity history
* Associated records (invoices, flights, etc.)
Update member information:
* Name and contact details
* Role assignments
* Profile picture
* Custom fields
If a member hasn't accepted their invitation, you can resend it. Useful if the original email was lost or expired.
Remove a member from your organization. This action:
* Revokes all access immediately
* Removes them from member lists
* Preserves historical data (invoices, flights, etc.)
Removing a member cannot be undone. The member will need to be re-invited if you want them back.
## CSV Import Format
When importing members via CSV, use this format:
| Column | Required | Description |
| ---------- | -------- | -------------------------------------- |
| Email | Yes | Member's email address |
| First Name | Yes | Member's first name |
| Last Name | Yes | Member's last name |
| Role | No | Role name (must exist in organization) |
| Phone | No | Phone number |
| Notes | No | Additional notes |
Download the CSV template from the import dialog to ensure you're using the correct format. The template includes example data.
## Permissions Reference
Here are common permission categories:
* **Accounting** - Create/edit invoices, manage expenses, view financial data
* **Members** - Invite members, edit roles, remove members
* **Aircraft** - Add/edit aircraft, manage maintenance, view fleet
* **Calendar** - Create events, edit calendar, manage schedules
* **Documents** - Upload files, organize folders, share documents
* **Settings** - Modify organization settings, manage modules
* **Reports** - Generate and view reports
* **Analytics** - Access analytics dashboards
Permission names are typically formatted as "module.action" (e.g., "accounting.create\_invoice"). Admins can see all permissions when creating roles.
## Best Practices
Use the default roles (Owner, Admin, Member) initially. Create custom roles only when you need specific permission combinations.
When adding many members at once, use CSV import instead of individual invitations. It's faster and less error-prone.
Periodically review member roles and permissions to ensure they match current responsibilities. Remove access for members who no longer need it.
Add descriptions to custom roles explaining their purpose. This helps when assigning roles to new members.
## Troubleshooting
* Check the email address is correct
* Ask them to check spam/junk folder
* Resend the invitation
* Verify email delivery settings in organization settings
* Check their assigned role and permissions
* Verify the feature is enabled in organization settings
* Ensure they're viewing the correct organization
* Contact support if permissions seem incorrect
* Verify all required columns are present
* Check for invalid email formats
* Ensure role names match existing roles exactly
* Review error messages for specific issues
## Member Management Sections
The Members module includes several sections accessible via tabs:
* **Members List** - View and manage all organization members
* **Invites** - Manage member invitations and pending invites
* **Leave Requests** - Handle member leave requests and time off
* **Requests** - Manage various member requests and approvals
* **Roles** - Create and manage roles and permissions
Access these sections using the tabs at the top of the Members page. Each section has its own functionality and features.
## Related Documentation
* [Organization Overview](/organization/overview) - Learn about organization features
* [Settings](/organization/settings) - Configure organization-wide settings
* [My Account](/organization/my-account) - Personal account management