Team Management
Team Management is where you add members to your agency, assign their access, and keep their information up to date. This guide walks through the complete workflow for managing your team.
Complete these setup steps first:
- Agency Profile: set your time zone
- Certification Templates: create templates for certifications
- Positions & Ranks: define organizational structure
This ensures new members can immediately add certifications and be assigned positions and ranks.
Accessing the Roster
In the left-hand menu, select Agency. The Roster tab is the first one on the top bar.
You need View members to see the roster and other members' profiles. Without it, pickers elsewhere in RAM (groups, certification "who for", activity invitations and check-in) still list members by name and photo only, never email.
The buttons depend on permissions:
| Button | You need |
|---|---|
| Add member | Create members |
| Edit (pencil) | Edit members |
| Archive | Delete members (the permission archives; it does not destroy anything) |
| Import members (CSV), Export roster (CSV), Export member details (PDF), and Export selected | Agency Admin only. There is no separate import or export permission |
| Add to invite group | Agency Admin or Manage alert groups |
The roster buttons follow these permissions. Without the permission a button is disabled, and hovering over it names the permission you need. You can always edit your own row. Resend Verification on a profile card shows for Agency Admins and holders of Resend member invitations. See Roles & Permissions.
What another member can see of a profile
A member with View members who selects someone's row sees that member's whole profile card: email, primary and secondary phone, home address, birth date and age, membership type, status, number and dates, rank, positions, emergency contacts, invite groups, and Access Roles. Nothing on the card is hidden from them. If that is more than you want every member to see, take View members off the Agency User role and give it only to the roles that need it. Everyone, with or without it, can still pick members by name and photo.
What the roster shows
One row per member: name, email and member number, plus columns for Status, Type, Rank, Positions, Access, and Joined. A green dot beside a name means the member is signed in right now.
An orange envelope beside a name means the member has not verified their email yet. Hover over it to see Email not verified. They can't sign in until they do. See Member didn't verify their email.
- Search by name, email, or member number.
- Filters opens a panel to narrow by status, type, rank, position, role, or online status. Clear removes them.
- The tiles along the bar (All members, Active, Online now, Administrators) show counts, and selecting one filters the list.
- The columns icon lets you hide columns you do not need. This is saved for you only.
- Sort the list by first name, last name, rank, or recently added.
- Select a member's row to open a profile card. Hover a row to see the Edit and Archive icons.
- The System access column shows Administrator, the roles a member holds beyond the one every member has, or Standard access.
Working on several members
Select the boxes beside members to select them. A bar appears with Add to invite group, Export selected (CSV), Export selected (PDF), and Clear selection. See Roles & Permissions for how groups work.
Seat Availability
Your subscription plan decides how many members you can have. On the Add member form, a bar shows Available Seats: N of M total:
| Bar color | Meaning |
|---|---|
| Blue | More than 3 seats available |
| Amber | 3 or fewer seats remaining |
| Red | No seats available. The button reads No Seats Available, and a link takes you to purchase more. |
Archiving a member frees their seat.
Adding a New Team Member
Step 1: Start the Process
- Open the Roster.
- Select Add member (top bar).
The form is titled Create New Team Member.
Step 2: Enter Required Information
| Field | Required | Description |
|---|---|---|
| First Name | Yes | Member's first name |
| Last Name | Yes | Member's last name |
| Yes | Must be unique. Used for login. | |
| Access Roles | No | Pick any extra roles. Every member automatically gets Agency User (baseline access). Choosing Agency Admin makes the member an administrator, and only Agency Admins can grant it. |
You can also assign roles later. See Access Roles.
Step 3: Configure Password
Under Password Settings, either leave Auto-generate password on (RAM creates a random password; use the eye icon to view it and Regenerate for a new one), or turn it off and enter a Password and Confirm Password. The password rules are listed as you type.
Either way, the member must choose their own password the first time they sign in. The one you set is only a stand-in.
Step 4: Email Notification
Send account information via email controls whether RAM emails the member their invitation.
| Setting | What happens |
|---|---|
| On (default) | The member gets an email with a link and the stand-in password. The link confirms their email address, signs them in, and asks them to set their own password. It works for 7 days |
| Off | No email is sent. The member cannot sign in until their email address is confirmed, so turn it on unless you will use Resend Verification (see Verification Emails and Passwords) |
Step 5: Add Contact Information (Optional)
Primary Phone, Secondary Phone, Address Line 1, Address Line 2, City, State, and ZIP Code.
Step 6: Set Membership Details
| Field | Options | Description |
|---|---|---|
| Member Type | Probationary, Associate, Full, Lifetime, Honorary | Classification of membership (default Full) |
| Member status | Active, Inactive, On Leave, Suspended, Pending | Current standing (default Active). Called Member status on the edit page |
| Account Active | Switch | Whether the account is active (default on). It appears only on this form. To stop someone using RAM later, change their Member status or archive them |
Step 7: Add Emergency Contact (Optional but Recommended)
Emergency Contact Name, Emergency Contact Phone, and Relationship.
Emergency contact information is critical for rescue organizations. Encourage every member to provide it.
Step 8: Save
Select Create User. A success message appears and you return to the roster.
Access Roles
Every member holds the baseline Agency User role. What else they can do comes from additional Access Roles, which are bundles of permissions. The Agency Admin role makes a member a full administrator.
Who can set roles: Agency Admins can set any member's roles. A member with Edit members (or Create members, when adding a member) can set the other roles for someone else, but only an Agency Admin can grant Agency Admin. Nobody except an Agency Admin can change their own roles.
RAM won't let you remove the last administrator. The roster's archive icon is disabled for the last administrator, and its tooltip says so.
To assign roles to a member:
- On the member's page: open Edit for the member and use the Access Roles field in the Agency membership section. Taking away Agency Admin shows a warning listing the access the member keeps.
- From the role: go to Agency → Agency Settings → Agency Config → Access Roles and assign it there.
You can't change your own roles. Ask an Agency Admin.
See Roles & Permissions for the full role and permission reference.
Member Types and Status
| Type | Typical Use |
|---|---|
| Probationary | New members in a training or evaluation period |
| Associate | Limited participation |
| Full | Regular active members (default) |
| Lifetime | Permanent status |
| Honorary | Recognition-based membership |
| Status | Meaning | Can sign in? |
|---|---|---|
| Active | Currently participating | Yes |
| Inactive | No longer participating | Yes |
| On Leave | Temporary absence | Yes |
| Suspended | Disciplinary or administrative hold | No. The sign-in page says the account is suspended |
| Pending | Awaiting approval or completion | No. The sign-in page says the account is pending approval |
Only Suspended and Pending stop a member from signing in. Inactive and On Leave are labels for your records. Archiving a member also blocks sign-in, and so does an email address that was never confirmed. Changing a status needs Edit members. RAM will not let you suspend or deactivate the last administrator.
Editing Team Members
- Find the member in the roster.
- Select the pencil on their row.
The edit page lists its sections on the left. Select one to open it:
| Section | What is in it |
|---|---|
| Profile | Photo, first and last name, email address, date of birth (optional) |
| Contact | Primary and secondary phone, address, and two emergency contacts |
| Membership | Member Type, Member status, Member Number, Start Date, End Date, Rank, Positions and Invite groups |
| Access | Access Roles, map access, privileges, and Password. Not shown on your own page |
| Digital ID | The member's ID card |
Select Save changes at the top. It saves every section. Nothing is saved until you do. While you have unsaved edits, the left button reads Cancel; otherwise it is Back.
Notes:
- Changing the Email address changes how the member logs in, and both the old and new addresses are told. Edit members can change another member's email; whether members can change their own is a setting under Agency → Agency Settings → Security → Access & Sessions.
- Members editing their own page see their agency membership details read-only. Only people with permission to edit members can change them.
- To assign rank and positions, see Positions & Ranks.
Archiving Members
The archive icon on a roster row archives a member. It does not delete them. Archive means kept for good, read-only. Archiving:
- Removes them from the roster and frees their seat
- Blocks their login
- Keeps their service record. Their name stays on every roster, sign-in sheet, activity log, training hour, and certification they were part of. That is your agency's record, and it is never removed automatically.
You are asked to confirm (Archive member) and a notice confirms it. Archived members are listed under Archives, on the Members tab (Archived Members), where a person with Manage deleted members can Restore them at any time.
If someone is on a temporary break, set Member status to On Leave instead. If they have left for good, archive them. Setting a status to Inactive does not free a seat, but archiving does.
What happens to their personal details
An archived member's personal details are removed automatically after a retention window your agency sets: home address, date of birth, phone numbers, emergency contacts, profile photo, and the ability to sign in. The default is 90 days. Administrators receive reminders 30, 7, and 1 day before.
You set the window under Agency → Agency Settings → Security → Data Retention. Options are 90 days, 180 days, 1 year, 3 years, 7 years, or keep forever. See Agency Settings.
A member who comes back
Restore them from Archived Members. Their history continues on the same record:
- Before their personal details were removed: they are back exactly as they were and can sign in again.
- After: you enter their email address. They receive an invitation to sign in and fill in their profile again, because the sign-in details were removed. Their incidents, hours, and certifications are all still attached.
Restoring needs a free seat.
There is no merge step. A returning member is always restored onto their own record.
Deleting a member permanently
An Agency Admin can Delete permanently from Archived Members (the red icon). You must type DELETE to confirm. This removes the member and their whole history (incident participation, activity logs, certifications, files) and cannot be undone. It is recorded in the audit log.
Use it for an erasure request from the member or an account created by mistake. If you only want their personal details gone, you do not need it. That happens on the retention schedule while the record is kept.
Verification Emails and Passwords
Member didn't verify their email
The roster marks these members with an orange envelope beside their name.
Select the member's row on the roster to open their profile card. If their email isn't yet verified, Resend Verification appears at the top. It sends a fresh invitation link, valid for 7 days, and needs Resend member invitations (or Agency Admin). The button shows for Edit members holders too, but RAM refuses it without that permission.
Agency Admins can also select Resend invitation in the Password area of the member's page. See Member forgot their password.
Member forgot their password
Members can reset their own from the sign-in page. They select Reset password, enter their email address, and open the link in the email.
An Agency Admin can also send them the reset email:
- On the Roster, select the pencil on the member's row.
- You should see: Edit Member Profile with the member's name.
- Select Access in the list of sections on the left.
- You should see: their roles and privileges, with Password at the bottom.
- Select Send password reset email.
- You should see: Password reset email sent to the member's email address.
It is the same email a member gets from Reset password on the sign-in page. They choose their new password from the link. You never see it.
If the member has not verified their email yet, the button reads Resend invitation instead. It sends them a new invitation to sign in.
You don't see Password on your own page. To change your own password, see Account Settings.
Bulk Operations
Import Members from a CSV
- On the Roster, open the ⋮ (More actions) menu and select Import members (CSV). Only Agency Admins can import.
- The window shows the Available Seats bar. Select Select CSV File and choose your file.
- Leave Send email invitations to new users on if you want new members to be emailed their login details.
- Start the import. RAM checks the file's home addresses first. If some do not check out against the address database, you review them row by row before anything is saved.
- An Agency Users Import Results window shows how many were Created, Updated, Skipped, and any Errors.
Good to know:
- Required columns: First Name, Last Name, Email.
- Existing members are matched by their User ID (from an export) or by email and updated. Everyone else is created.
- New members get auto-generated passwords and, like any new member, choose their own at first sign-in. Email addresses must be unique in your agency.
- The import fails if new members would exceed your available seats.
- To get the right column layout, export the roster first and edit that file.
Export the Roster
From the ⋮ menu: Export roster (CSV) or Export member details (PDF). Only Agency Admins can export. Both run as background tasks with a progress window. To export only some members, select them first and use Export selected (CSV) or Export selected (PDF) in the selection bar.
Best Practices
When Adding Members
- Use a work or organization email when possible.
- Keep auto-generated passwords on and let RAM email the invitation.
- Add emergency contacts.
- Set the correct membership type; it helps with filtering and reports.
Maintaining the Roster
- Review the roster quarterly for inactive members.
- Archive members who leave, rather than leaving their accounts active.
- Use the Online now tile and the Joined column to spot accounts that need attention.
Security
- Give Agency Admin only to those who need full access.
- Assign only the roles each member genuinely needs.
- Review who holds each role periodically in Agency → Agency Settings → Agency Config → Access Roles.
Troubleshooting
"No seats available"
Your subscription has reached its member limit. Upgrade your plan, or archive members who have left to free seats.
"Email already exists"
Each email can be used once. Use a different address, or find and edit the existing account.
"Member didn't receive invitation"
- Check spam or junk.
- Confirm the email address is correct.
- Use Resend Verification on the member's profile card.
"Cannot remove Admin access from this member"
They are the last administrator. Give another member the Agency Admin role first.
Next Steps
- Assign Certifications — Have members add their certifications
- Assign Roles — Grant specific access to members
- Set Up Qualifications — Define what members can earn from their certifications
- See Qualifications
- Issue ID Cards — Turn on the scannable digital ID card
- See ID Cards
- Restore Archived Members — Bring someone back or delete a record for good
- See Archives