---
title: Manage your team members
description: Learn how to add, edit and remove team members.
---

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1. [Collaboard Help Center](https://help.collaboard.app/?hsLang=en)
2. [Administration](https://help.collaboard.app/administration?hsLang=en)
3. [User Management](https://help.collaboard.app/administration?hsLang=en#user-management)

# Manage your team members

## Learn how to add, edit and remove team members.

As owner or manager of Collaboard Basic and above, you can manage your team and assign or remove licenses.

### Add or invite members

No matter the route by which you add new members to your team, at first you will always **invite** users. It means they need to actively accept (click the link you have shared) your invite.

However, if you want to make sure certain users are active members of your team, you can first invite them via email → they will be *pending* members in the members list, and then manually set them to *active* members. Thus, they will be able to benefit from the subscription without ever having accepted an invite. 

Click on the Members tab to get to your team dashboard. If you want to add a new user, please click on "Invite members".

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-08-26-24-0105-AM.png?width=640&height=221&name=image-png-Jul-31-2024-08-26-24-0105-AM.png)

#### You may now choose to share a public link or invite new members via email

#### Option 1: Public link![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-08-27-32-1150-AM.png?width=688&height=403&name=image-png-Jul-31-2024-08-27-32-1150-AM.png)

The public link can be shared with everybody in an email, messenger, Teams, Slack, Rocket Chat, you name it. The link can be removed and thus deactivated any time!

**Result**  
Everybody who clicks this link will immediately be added as an active member to your team and consume a seat.

Only the link that shows is active and can be used to add members to your team. All former links are inactive and revoked.

#### Option 2: Email invitations

Enter or copy-paste email addresses.

You can grab cells from a spreadsheet like Excel or OpenOffice and just paste them in the text box. **Confirm** with "Enter".

To enter individual mails type the address and **confirm** with *Space*, *Comma*, or *Enter*.

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-08-32-40-8892-AM.png?width=688&height=214&name=image-png-Jul-31-2024-08-32-40-8892-AM.png)

**Result**  
Invited users will immediately show as *pending* in the users list.  
Once they have accepted the invite (clicked the invite link you have sent), they will become *active* members.

*Pending* members will consume a seat!

#### **Import users from file**

Click on the Members tab to get to your team dashboard. If you want to add a list of users, please click on "Import users from file".

![](https://help.collaboard.app/hs-fs/hubfs/image-png-May-21-2024-05-24-43-3658-PM.png?width=688&height=225&name=image-png-May-21-2024-05-24-43-3658-PM.png)

Upload are drag the list of users and click on continue. An example file can be found [here](https://web.collaboard.app/batch_user_import_example.xlsx).  
![](https://help.collaboard.app/hs-fs/hubfs/image-png-May-21-2024-05-25-08-4468-PM.png?width=508&height=350&name=image-png-May-21-2024-05-25-08-4468-PM.png)

Assign the column names: For each column select the according columns name from the drop down list. Click on Import.  
![](https://help.collaboard.app/hs-fs/hubfs/image-png-May-21-2024-05-28-11-6223-PM.png?width=688&height=371&name=image-png-May-21-2024-05-28-11-6223-PM.png)

![](https://help.collaboard.app/hs-fs/hubfs/image-png-May-21-2024-05-28-30-8971-PM.png?width=520&height=49&name=image-png-May-21-2024-05-28-30-8971-PM.png)

**Result**  
Invited users will immediately show as *pending* in the users list.  
Once they have accepted the invite (clicked the invite link you have sent), they will become *active* members.

*Pending* members will consume a seat!

### **Remove members**

Open the three dot menu or use bulk actions.

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-03-20-8763-AM.png?width=145&height=164&name=image-png-Jul-31-2024-09-03-20-8763-AM.png)

Remove user. They will no longer consume a seat in your team. They will be added to the free users list, if they belong to your tenant.

### **Members list and Free user list**

- There is a table for **subscription members**. They consume a seat and thus benefit from the subscription.
- There is another table for **free users**. If there are free users (registered users, but without a seat in your subscription) that belong to your tenant, they will show in this list.

#### Members list

**![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-02-07-2561-AM.png?width=688&height=610&name=image-png-Jul-31-2024-09-02-07-2561-AM.png)**

#### **Filtering**

- The filter uses a CONTAINS search on the entire table
- Editing and bulk actions will respect the filter
- The *Export* feature will always return all members and ignore the filter
- The members list and the free users list are separate list, and thus have their own filters

#### Export user list to CSV

Export all members in csv format to further process with third party apps.

#### **Status**

There are three statuses:  
**![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-08-41-14-5661-AM.png?width=105&height=188&name=image-png-Jul-31-2024-08-41-14-5661-AM.png)**

You may toggle these at will for any member of your team.

| **Status** | **Meaning** | **Supported actions** |
| --- | --- | --- |
| Pending | If a user invited **by email** has not yet accepted the invitation, they will be listed as *Pending*. | activate |
| Active | Active team member. Will have a plan features available according to roles and permissions | inactivate |
| Inactive | Used to temporarily deactivate a team member. You might have an internal decision pending, but do not want to completely remove the user from the team yet. | activate |

You can activate or inactive members at any time!

ALL users in the list, no matter their status, will consume a seat!

#### Roles

We support three roles:  
![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-08-52-18-8860-AM.png?width=92&height=195&name=image-png-Jul-31-2024-08-52-18-8860-AM.png)

| **Role** | **Meaning** |
| --- | --- |
| Member | Standard role for any member added to the team. As member they do not have access to the Members page and thus the Team management. They will have access to all the plan features, of course. |
| Manager | All members permissions + access to the Members page to manage the plan: - invite/ add team members - edit and remove members - [Settings](https://help.collaboard.app/administration?hsLang=en#settings) |
| Owner | All manager permissions. The owner cannot be removed if there is no other owner. |

#### Free users list

Here, all users on the Free version that are **part of your tenant** are listed.

- You can add or invite them to your team
- You can export the list to .csv
- You can filter the list
- They do not consume a license
- Team members removed from your team will appear in the free users list, **if they belong to your tenant**

You are missing out on free users you were expecting to see in the list?

They will most probably **not** have registered via your tenant sign up page and thus do not belong to your tenant. 

Please reach out to our [support](https://help.collaboard.app/how-to-contact-collaboard-support?hsLang=en).

#### Manage users

You can manage single users and you may also use bulk actions to manage multiple users at the same time.

**Edit user**

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-03-20-8763-AM.png?width=145&height=164&name=image-png-Jul-31-2024-09-03-20-8763-AM.png)

You may edit any team member.  
![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-05-00-6446-AM.png?width=579&height=297&name=image-png-Jul-31-2024-09-05-00-6446-AM.png)

**Resend invitation**

Only applicable to team members in status *Pending*. The invite will be sent again.

**Remove user**

Simply remove the member from your team. If the user belongs to your tenant, they will show in the Free users list.

**Bulk actions**

Bulk actions are activated when you mark a checkbox.

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-06-38-5516-AM.png?width=132&height=380&name=image-png-Jul-31-2024-09-06-38-5516-AM.png)

Click Bulk actions.

![](https://help.collaboard.app/hs-fs/hubfs/image-png-Jul-31-2024-09-07-24-9252-AM.png?width=138&height=162&name=image-png-Jul-31-2024-09-07-24-9252-AM.png)

Please find **FAQ** on member management [here](https://help.collaboard.app/subscription-and-member-management?hsLang=en).

 

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