Once your club is set up, managing the member roster is straightforward. This guide covers inviting new members, changing roles, handling inactive members, and removing access.
Member Roles
| Role | Inventory | Sessions | Members | Billing |
|---|---|---|---|---|
| Administrator | Full edit | Full control | Full control | Full access |
| Officer | Edit club items | Create/manage | View only | No access |
| Member | View club items | Participate | No access | No access |
| Guest | View only | View only | No access | No access |
Inviting New Members
- Go to Organization → Members → Invite Member
- Enter the email address
- Select the role
- Optionally include a personal note in the invitation email
- Click Send Invitation
Pending invitations appear in the Pending tab. You can resend or cancel them from there. Invitations expire after 14 days — resend if a member doesn't accept in time.
Changing a Member's Role
- Go to Organization → Members
- Find the member and click their name
- Click Edit Role
- Select the new role and confirm
Role changes take effect immediately. The member sees the updated permissions on their next page load.
Deactivating a Member
When a member leaves the club, deactivate rather than delete their account:
- Go to Organization → Members → [Member Name] → Deactivate
- Confirm the deactivation
A deactivated member loses access immediately but their activity history (which sessions they attended, items they updated) is preserved in the club's audit log. Their personal account is not affected — only their club membership is ended.
Transferring Administrator Access
If you're stepping down as club administrator:
- Promote another member to Administrator role first
- Then go to Organization → Members → [Your Name] → Step Down as Primary Admin
- Choose the new primary administrator from the current Administrator list
There must always be at least one Administrator on a paid club account. You cannot remove yourself if you're the only administrator.
Bulk Invitations
For initial club setup, you can upload a CSV of member email addresses:
- Go to Organization → Members → Bulk Invite
- Download the CSV template
- Fill in email addresses and roles
- Upload — invitations are sent in batch
Member Activity Reports
Club administrators can see:
- Session attendance — who participated in each ops session
- Item contribution — who added or updated inventory items
- Last active date — identify inactive members
These reports are available under Organization → Reports → Member Activity.
Next Steps
- Setting Up Your Club — the initial club creation walkthrough
- Museum Accession Workflows — for museum-tier organizations
- Creating Public Galleries — share your club layout publicly