Team Members

The Team Members settings page is your central hub for managing who has access to your PawPlacer account and what they can do. Here you can invite new team members, manage existing users, and control permissions through role assignments.

Managing Team Members

Viewing Current Members

The Account Members section displays all users with access to your PawPlacer account. For each member, you can see:

• Name and email address
• Current roles and permissions
• When they joined your organization
• Their current status (active/inactive)

Inviting New Members

To add new team members:

1. Click "Invite Member" at the top of the page
2. Enter the new member's email address
3. Select appropriate roles for their position
4. Add a personal message (optional)
5. Click "Send Invitation"

The invited person will receive an email with instructions to join your organization. You can track pending invitations and resend or cancel them if needed.

Managing Pending Invitations

Pending invitations appear in a separate section where you can:

• View who was invited and when
• See which roles were assigned
• Resend invitations if the original wasn't received
• Cancel invitations that are no longer needed

Understanding Roles and Permissions

Role Types

PawPlacer uses a role-based system to control what team members can access and modify:

1. Account Owner - Has full system access and cannot have roles modified
2. Admin - Has comprehensive access to all system features with some ownership restrictions
3. Standard Roles - Specialized roles with permissions focused on specific areas

Role Categories

Roles are organized into functional categories:

• Administration: Owner, Admin
• Animal Care: Pet Manager, Medical Manager
• People: Volunteer Coordinator, Adoption Counselor, Foster Coordinator
• Operations: Event Manager, Transport Coordinator, Partner Coordinator
• Communications: Communications Manager, Form Administrator

Team Permissions Management

Accessing the Permissions Interface

On the Team Members page, scroll down to find the Team Permissions card. This interface provides three tabs:

• Members: View and manage role assignments for all team members
• Roles: Browse available roles and understand their permissions
• Glossary: Reference guide for all permissions in the system

Working with the Members Tab

The Members tab provides a comprehensive view of your team's role assignments:

1. Search and Filter: Find specific members by name or email, or filter by role type
2. Sort Options: Organize the list by member name or assigned roles
3. Bulk Selection: Select multiple members using checkboxes for bulk operations
4. Quick Actions: Remove roles directly from the member list using the × button

Assigning Roles

Individual Role Assignment

To assign roles to a single team member:

1. Click the Assign Role button
2. Select the team member from the dropdown menu
3. Choose one or more roles appropriate for their position
4. Click Assign Roles to save changes

Bulk Role Assignment

For efficiency when onboarding multiple team members:

1. Select team members using the checkboxes next to their names
2. Click Bulk Assign Roles in the action bar that appears
3. Select the role(s) to assign to all selected members
4. Click Bulk Assign Roles to apply changes to everyone selected

Removing Roles

When team members change positions or leave:

1. Quick Removal: Click the × on any role badge in the members list
2. Bulk Removal: Select multiple members and use the Remove Roles action

Important: Some roles like Admin are protected and cannot be removed. These appear with a lock icon.

Understanding Role Restrictions

Comprehensive vs. Standard Roles

Comprehensive Roles (Admin, Privileged):

• Provide broad system access
• Cannot be combined with standard roles
• Shown with amber highlighting for easy identification
• Best for senior staff who need full access

Standard Roles:

• Focus on specific job functions
• Can be combined to match exact job requirements
• Allow precise permission control
• Ideal for staff with specialized responsibilities

Protected Roles

Certain roles have special protections:

• Admin Role: Once assigned, cannot be removed (shown with lock icon)
• Owner Role: Automatically assigned to account creator, cannot be modified
• These protections prevent accidental loss of critical access

Available Roles

Administration Roles

Animal Care Roles

People Roles

Operations Roles

Communications Roles

Best Practices

Team Management Strategy

1. Start with Minimal Access: Begin with basic permissions and add roles as needed
2. Use Role Combinations: Combine standard roles to match exact job functions
3. Regular Reviews: Audit team permissions quarterly or when roles change
4. Document Assignments: Keep notes on why specific roles were assigned

Security Guidelines

1. Limit Admin Access: Reserve admin roles for senior leadership only
2. Remove Promptly: Remove access immediately when team members leave
3. Monitor Changes: Review the activity log for permission changes
4. Educate Team: Ensure members understand their access levels

Troubleshooting

Common Scenarios

"I can't assign a standard role"

• The user likely has a comprehensive role (Admin/Privileged)
• Remove the comprehensive role first, then assign standard roles

"The Admin role won't remove"

• Admin roles are protected for security
• Contact the account owner if changes are needed

"A team member can't access certain features"

• Check their assigned roles in the Members tab
• Verify the needed permission in the Glossary tab
• Add the appropriate role with that permission

Using the Glossary

The Glossary tab provides a complete reference of all permissions. Use it to:

• Understand what each permission controls
• Find which role provides specific access
• Plan role assignments for new positions

Managing Team Growth

As your organization expands:

1. Create standard role combinations for common positions
2. Document your role assignment policies
3. Train new administrators on the permission system
4. Review and update roles as your needs evolve