Organization Members

Manage all users within your organization, including inviting new members, assigning roles, and handling member administration. Access member management through Settings > Organization > Organization Members.

Member Overview

The Organization Members page provides comprehensive member administration:

Member List: View all organization members
Role Management: Assign and modify member roles
Invitation Management: Send and manage invitations
Seat Utilization: Monitor seat usage and availability

Inviting Members

Inviting New Members

To invite users to your organization:

Navigate to Settings > Organization > Organization Members
Click Invite Users
Enter the email address of the user to invite
Select their initial role (optional, can be changed later)
Send the invitation

Invitation Process: Invited users receive an email invitation to join your organization.

Domain Claiming and Seat Management

For organizations with verified domains:

Seat Enforcement: When users with email addresses from verified domains are added to sites, they must be organization members with seats.

How It Works:

Domain claiming establishes seat enforcement rules for users from that domain
When adding users to sites: If a user has an email from a claimed domain, they must be a member of an organization that claims that domain AND have a seat
This ensures proper billing and seat allocation when users from claimed domains are added to sites
Prevents adding users to sites without proper organization membership and seat allocation

Important: Domain claiming does not automatically add users to your organization. Users must be explicitly invited through the invitation process. Domain claiming ensures that when users from that domain are added to sites, they have proper organization membership and seat allocation.

Example:

Organization claims @example.com domain
User john@example.com has a Clear Ideas account but is not an organization member
When someone tries to add John to a site, the system checks:
1. Is John a member of an organization that claims @example.com? (No - he's not a member)
2. Does John have a seat? (Not checked because he's not a member)
3. Result: Cannot add John to site - he must first be invited to join the organization
After John is invited and accepts, becoming an organization member with a seat, he can then be added to sites

Member Roles

Understanding organization roles is essential for proper member management.

Super Admin

Super Admin: Highest level of access

Permissions:

Full organization administration
Policy management
Member management (invite, remove, change roles)
Billing access
All site administration capabilities

Use Cases:

Organization owners
Primary administrators
IT administrators

Admin

Admin: Administrative access with some limitations

Permissions:

Member management (invite, remove, change roles)
Policy viewing (may have limited editing)
Site administration
Limited billing access (depending on configuration)

Use Cases:

Department administrators
Project managers
Team leads

Member

Member: Standard organization member

Permissions:

Access to organization sites
Subject to organization policies
Can create and manage their own sites
Limited to their own content and assigned sites

Use Cases:

Regular team members
Collaborators
Content contributors

Disabled

Disabled: Temporarily disabled access

Permissions:

No organization access
Sites become private
Can be re-enabled later

Use Cases:

Temporary access suspension
Leave of absence
Under review

Managing Member Roles

Changing Roles

To change a member's role:

Navigate to Organization Members
Find the member in the list
Use the role dropdown to select a new role
The change takes effect immediately

Role Changes: Role changes are immediate and affect the member's permissions right away.

Role Considerations

Promotion: Moving members to higher roles (Member → Admin → Super Admin) grants additional permissions.

Demotion: Moving members to lower roles reduces their permissions.

Disabling: Disabling a member immediately revokes access and makes their sites private.

Invite Statuses

Understanding invite statuses helps manage the invitation process.

Pending

Invite Pending: Invitation has been sent but not yet accepted

Actions Available:

Resend invitation
Cancel invitation
Change role before acceptance

Expired

Invite Expired: The invitation has expired

Actions Available:

Resend invitation with new expiration
Remove expired invitation

Declined

Invite Declined: The user declined the invitation

Actions Available:

Resend invitation if circumstances change
Remove declined invitation

Bounced

Invite Bounced: The invitation email could not be delivered

Actions Available:

Verify email address
Resend invitation
Contact user through alternative means

Accepted

Accepted: The user has accepted the invitation and joined the organization

Status: User appears as Active member

Resending Invitations

For pending, expired, declined, or bounced invitations:

Find the member with the invitation status
Click Resend next to their name
A new invitation is sent with updated expiration

Resend Invitation: Resending creates a new invitation with a fresh expiration date.

Managing Members

Disabling Members

To temporarily disable a member:

Find the member in the list
Change their role to Disabled
Confirm the action in the warning dialog

Impact of Disabling:

Immediate Effect: Member loses organization access immediately
Sites Become Private: All sites owned by the disabled member become private
Reversible: Member can be re-enabled later (sites remain private until manually changed)

Warning: Disabling a member makes all their sites private. If the member is re-enabled, sites remain private and must be manually made public again.

Deleting Members

To permanently remove a member:

Find the member in the list
Click Delete (only available for administrators)
Confirm the deletion

Permanent Action: Deleting a member permanently removes them from the organization. This action cannot be undone.

Note: You cannot delete yourself from the organization.

Member Information

The member table displays:

Name: Member's display name and email
Role: Current role (Super Admin, Admin, Member, Disabled)
Status: Account status (Active, Pending, etc.)
Joined/Invited: Date when member joined or was invited
Actions: Available management options

Seat Utilization

Monitor seat usage to manage organization capacity:

Understanding Seats

Seat: One active organization member consumes one seat

Included Seats: Your plan includes a certain number of seats

Used Seats: Currently active members

Available Seats: Remaining capacity for new members

Seat Display

The Organization Members page shows:

Plan Type: Your current plan (Team, Enterprise, etc.)
Used Seats: Number of active members / Total included seats
Available Seats: Seats remaining
Progress Bar: Visual indicator of usage

Seat Monitoring: Monitor seat utilization to plan for new members and potential plan upgrades.

Seat Limits

At Capacity: When all seats are used, you cannot invite new members until:

Members are removed
Seats are added (plan upgrade)
Additional seats are purchased

Planning: Plan member additions based on available seats and upgrade options.

Best Practices

Role Assignment

Principle of Least Privilege: Assign the minimum role necessary for each member's responsibilities

Regular Review: Periodically review roles to ensure they're still appropriate

Documentation: Document role assignments and reasons for reference

Invitation Management

Clear Communication: Inform users before sending invitations

Follow Up: Follow up on pending invitations

Clean Up: Remove expired or declined invitations regularly

Member Management

Regular Audits: Periodically review member list for accuracy

Access Reviews: Review member access and roles regularly

Disable Before Delete: Consider disabling before permanently deleting members

Organization Setup - Setting up organizations
Organization Policies - Policy management
Organization Billing - Billing and usage