Team Management

Team Management is where you add members to your agency, decide who's an admin, assign roles, and keep their information up to date. This guide walks through the complete workflow for managing your team.

Before Adding Members

Complete these setup steps first:

1. Agency Profile — Set your timezone
2. Certification Templates — Create templates for certifications
3. Positions & Ranks — Define organizational structure

This ensures new members can immediately add certifications and be assigned positions/ranks.

---

Accessing Team Management

Navigate to Team Roster in the left menu to view and manage your team members.

Required Permissions: Administrator or Membership Manager

---

Seat Availability

Your subscription plan determines how many team members you can add.

Indicator	Meaning
Green info bar	More than 3 seats available
Yellow warning	3 or fewer seats remaining
Red error	No seats available — upgrade required

When you're out of seats, the Add Member button is disabled. Click the upgrade link to increase your plan.

---

Adding a New Team Member

Step 1: Start the Process

1. Go to Team Roster
2. Click Add User (upper right)

Step 2: Enter Required Information

Field	Required	Description
First Name	Yes	Member's first name
Last Name	Yes	Member's last name
Email	Yes	Must be unique — used for login
Access Tier	Yes	Admin or User (see Access Tiers and Roles below)

Step 3: Configure Password

Choose how the member will get their password:

Option A: Auto-Generate (Recommended)

Toggle Auto-generate password to ON (default):

• RAM creates a secure 12-character password
• Password includes letters, numbers, and special characters
• Click Regenerate to create a new random password
• Click the eye icon to view the generated password

Option B: Manual Password

Toggle Auto-generate password to OFF:

• Enter a password in the Password field
• Confirm it in the Confirm Password field
• Passwords must match

tip

Auto-generate is recommended because:

• Creates strong, random passwords
• Reduces password reuse
• Member must change it on first login anyway

Step 4: Email Notification

Toggle Send account information via email to control whether RAM sends the member an invitation email:

Setting	Behavior
ON (default)	Member receives email with login credentials
OFF	No email sent — you must share credentials manually

The invitation email includes:

• Welcome message
• Login credentials (email and password)
• Link to the application
• Instructions to change password

Step 5: Add Contact Information (Optional)

Field	Description
Primary Phone	Main contact number
Secondary Phone	Backup contact number
Address Line 1	Street address
Address Line 2	Apartment, suite, unit
City	City name
State	Select from dropdown
ZIP Code	Postal code

Step 6: Set Membership Details

Field	Options	Description
Membership Type	Probationary, Associate, Full, Lifetime, Honorary	Classification of membership
Member Status	Active, Inactive, On Leave, Suspended, Pending	Current standing
Account Active	Toggle	Controls login access

Default values:

• Membership Type: Full
• Member Status: Active
• Account Active: On

Step 7: Add Emergency Contact (Optional but Recommended)

Field	Description
Emergency Contact Name	Who to call in an emergency
Emergency Contact Phone	Their phone number
Relationship	Spouse, Parent, Sibling, etc.

tip

Emergency contact information is critical for rescue organizations. Encourage all members to provide this.

Step 8: Save

Click Create User to save the new member.

What happens next:

1. Member account is created
2. Storage allocation is set up
3. Invitation email is sent (if enabled)
4. You're redirected to the roster
5. Success message confirms creation

---

Member Access Tiers and Roles

RAM has two layers of access control:

Access Tier

When creating a member you choose their access tier — Admin or User:

Tier	Description	Typical Use
Admin	Full access to all agency settings, members, and data. Bypasses all permission checks.	Agency leadership, system administrators
User	Access is controlled by the Roles assigned to this member	Regular team members

Capability	Admin	User
View own profile	Yes	Yes
Edit own certifications	Yes	Yes
View team roster	Yes	Based on roles
Add new members	Yes	Based on roles
Edit agency settings	Yes	No
Manage subscriptions	Yes	No
Manage member roles	Yes	No
Delete members	Yes	No

Last Admin Protection

RAM prevents you from removing Admin access from the last Admin in your agency. Your agency must always have at least one Admin.

Roles

For regular (non-admin) members, what they can do is controlled by Roles — named bundles of related permissions. Every new member is automatically given the Agency User starter role, which lets them view most areas of the app (inventory, the team roster, training records, activities, documents, and chat) without changing anything.

To expand what a member can do, assign additional roles:

Role	Key capabilities granted
Inventory Manager	Create, edit, delete, checkout, transfer, retire, and audit assets
Training Manager	Manage certifications, templates, activities, and attendance
Operations Manager	Manage incidents, send alerts, manage alert device licenses
Membership Manager	Invite members, edit profiles, manage chat channels
Member Medical Manager	View and manage member health records
Animal Medical Manager	View and manage animal health records
Animal Manager	View and manage animal profiles

A member can hold as many roles as you want. Their access is the combined total of every permission those roles grant.

To assign roles to a member:

1. Go to Agency Settings → Organization → Roles
2. Find the role you want to assign
3. Click Assign on that role's row
4. Search for the member by name or email and select them
5. Click Assign to confirm

The member gains the role's permissions immediately.

To see which roles a member has:

Open the member's profile (from Team Roster, click their name). The Access Roles card lists all assigned roles. Clicking a role chip shows the individual permissions it grants.

See Roles & Permissions for the complete role and permission reference.

---

Membership Types

Customize membership types to match your organization's structure:

Type	Typical Use
Probationary	New members in training/evaluation period
Associate	Limited participation members
Full	Regular active members (default)
Lifetime	Members with permanent status
Honorary	Recognition-based membership

---

Member Status

Status	Meaning	Login Access
Active	Currently participating	Yes
Inactive	No longer participating	No
On Leave	Temporary absence	Configurable
Suspended	Disciplinary or administrative hold	No
Pending	Awaiting approval or completion	Configurable

---

Viewing the Team Roster

The roster displays all team members in a table format:

Displayed Information

• Name
• Email address
• Role (Admin/User)
• Membership Type
• Status
• Last login date

Filtering Options

Filter the roster to find specific members:

Filter	Options
Role	Admin, User
Membership Type	Probationary, Associate, Full, etc.
Status	Active, Inactive, On Leave, etc.
Search	Name or email

Sorting

Click column headers to sort by:

• Name (A-Z or Z-A)
• Email
• Role
• Status
• Last login

---

Editing Team Members

Access the Edit Page

1. Find the member in the roster
2. Click their name or the edit icon (pencil)

Editable Information

The edit page has multiple tabs:

Member Info Tab

• First name, last name
• Email (changing email affects login)
• Phone numbers
• Address
• Membership type and status
• Account active toggle
• Emergency contact

Positions & Ranks

• Assign Rank (single selection)
• Assign Positions (multiple selection with checkboxes)

Other Tabs

• Certifications
• Specialties
• Documents
• Activity history

Saving Changes

1. Make your edits
2. Click Save at the bottom of the page
3. Success message confirms the update

---

Deactivating Members

When a member leaves your organization:

Option 1: Change Status to Inactive

1. Edit the member's profile
2. Change Member Status to "Inactive"
3. Save

Effect: Member cannot log in but their data is preserved.

Option 2: Toggle Account Active Off

1. Edit the member's profile
2. Toggle Account Active to OFF
3. Save

Effect: Immediate login access removal.

Data Retention

Deactivating a member preserves:

• Certification records
• Training history
• Activity logs
• Asset assignment history

This is important for compliance and historical reporting.

When to Delete vs. Deactivate

Scenario	Action
Member left the organization	Deactivate
Member on temporary leave	Change status to "On Leave"
Account created by mistake	Delete (if never used)
Need to free up a seat	Deactivate (doesn't free seats) or Delete

---

Resending Invitations

If a member didn't receive or lost their invitation:

1. Find the member in the roster
2. Click the options menu (three dots)
3. Select Resend Invitation

A new invitation email is sent with fresh login credentials.

---

Password Resets

Member-Initiated Reset

Members can reset their own password:

1. Go to the login page
2. Click Forgot Password
3. Enter email address
4. Check email for reset link
5. Create new password

Admin-Initiated Reset

Admins can reset a member's password:

1. Edit the member's profile
2. Click Reset Password
3. Choose to auto-generate or set manually
4. Save

The member will need to change the password on next login.

---

Bulk Operations

Import Members via CSV

For adding multiple members at once:

1. Go to Team Roster
2. Click Import (if available)
3. Download the CSV template
4. Fill in member information
5. Upload the completed CSV
6. Review and confirm the import

Required CSV columns:

• First Name
• Last Name
• Email
• Role

Optional columns:

• Phone
• Address fields
• Membership Type
• Member Status

Export Roster

To export your team roster:

1. Go to Team Roster
2. Click Export
3. Choose format (CSV or PDF)
4. Download the file

---

Best Practices

When Adding Members

1. Use work/organization emails — Avoid personal email addresses when possible
2. Enable auto-generate passwords — More secure than common passwords
3. Send invitation emails — Let RAM handle credential delivery
4. Add emergency contacts — Critical for rescue operations
5. Set correct membership type — Helps with reporting and filtering

Maintaining the Roster

1. Regular audits — Review roster quarterly to identify inactive members
2. Update contact info — Encourage members to keep details current
3. Deactivate promptly — Remove access when members leave
4. Don't delete — Preserve history by deactivating instead

Security

1. Limit Admin tier — Only give Admin to those who need full system access
2. Use Roles to fine-tune User access — Assign only the roles each member genuinely needs; avoid giving everyone every role
3. Monitor last login — Identify accounts that may need attention
4. Review roles periodically — Check Agency Settings → Organization → Roles to audit who holds each role

---

Troubleshooting

"No seats available"

Your subscription has reached its member limit. Options:

1. Upgrade your subscription plan
2. Deactivate or delete unused accounts to free seats

"Email already exists"

Each email address can only be used once. Either:

1. Use a different email address
2. Find and edit the existing account with that email

"Member didn't receive invitation"

1. Check spam/junk folder
2. Verify the email address is correct
3. Resend the invitation
4. Check if your agency's emails are being blocked

"Cannot remove Admin access from this member"

You're trying to demote the last Admin-tier member to User. Your agency must have at least one Admin. Either:

1. Promote another member to Admin first (assign them the Agency Admin role)
2. Keep this member as Admin

---

Next Steps

After adding team members:

1. Assign Certifications — Have members add their certifications

   • See My Certifications

2. Assign Roles — Grant specific access to User-tier members from Agency Settings → Organization → Roles

   • See Roles & Permissions

3. Assign Specialties — Link members to their specialty roles

   • See Agency Specialties