Managing Your Team

As your workspace grows, managing team members becomes increasingly important. CraftDesk provides tools to view, update, and maintain your team structure.

Viewing Team Members

To see all members in your workspace:

1. Go to Settings → Team → Members
2. View the complete list with names, emails, and roles
3. See the date each member joined

The members list shows everyone in your workspace, including:

• Active members who have accepted invitations
• Pending invitations awaiting acceptance
• Deactivated members (if any)

Updating Member Roles

Change a member's role as responsibilities evolve:

1. Go to Settings → Team → Members
2. Click on the member's current role
3. Select the new role (Owner, Admin, or Member)
4. Changes take effect immediately

Note: Only Owners can change member roles. Admin users cannot modify roles.

Role Change Scenarios

Promotion to Admin — When a team lead takes on more responsibility, promote them to Admin so they can manage projects and team members.

Demotion from Admin — If an Admin moves to individual contributor work, demote them to Member to simplify access management.

Promotion to Owner — Only done when transferring workspace control. Ensure the person is trusted with billing and critical decisions.

When roles change, the member immediately gets the new permissions. No additional confirmation is needed.

Removing Members

Remove members from your workspace when:

• Someone leaves the company
• A contractor's engagement ends
• A team member moves to a different workspace
• You need to free up a seat for a new hire

To remove a member:

1. Go to Settings → Team → Members
2. Find the member
3. Click Remove (or the trash icon)
4. Confirm removal

Important: Removing a member does not delete their account. They can be re-invited later. All their previous work remains in projects and can still be viewed by others.

After Removing a Member

After removal:

• The person loses access to your workspace immediately
• Their tasks and comments remain visible to other team members
• They can be re-invited to rejoin if needed
• Their seat becomes available for a new member

If a removed member had projects only they could access, ensure another Admin or Owner takes responsibility for those projects.

Revoking Pending Invitations

If you invite someone but they should no longer join:

1. Go to Settings → Team → Members
2. Find the pending invitation
3. Click Revoke
4. The invitation link becomes invalid

The person won't be able to join even if they click the old invitation link. You can send a new invitation later if needed.

Activity and Audit Trail

View when members joined and last accessed the workspace:

1. Go to Settings → Team → Activity
2. See a chronological log of:
   • When members joined
   • When members were invited
   • When roles changed
   • When members were removed

This audit trail is useful for compliance and understanding workspace evolution.

Deactivating vs. Removing

CraftDesk doesn't have a "deactivate" feature. Members are either:

• Active — Have access to the workspace
• Removed — No longer have access

If someone is temporarily unavailable (sabbatical, leave), consider:

• Keeping them as an inactive Member in the workspace
• Removing them and re-inviting when they return
• No specific leave feature exists; handle this through normal removal/re-invitation

Bulk Operations

Currently, CraftDesk doesn't support bulk member operations. For large team changes:

• Import multiple members via CSV (available for Business plan)
• Contact support for custom migration assistance

Monitoring Team Growth

Track your team size in Settings → Billing → Plan:

• Current member count
• Plan member limit
• Seats remaining or over-limit warning

When approaching your limit, consider:

• Removing inactive members
• Upgrading to a higher plan
• Moving some members to a separate workspace

What's Next

• Roles & Permissions — Understand what each role can do
• Inviting Members — Add new people to your workspace
• Plans Overview — Upgrade for more team members