Managing members

Written By Stanislas

Last updated 4 days ago

Managing members allows workspace admins to control who has access to your Swiftask workspace and what they can do. You can invite new team members, assign roles, update permissions, monitor credit usage, and remove users when needed.

Effective member management ensures your team has the right access levels, helps you track resource consumption, and keeps your workspace secure. By managing members properly, you maintain control over costs and ensure team members can collaborate efficiently.

Overview

The Members section in workspace administration provides a centralized dashboard where you can view all workspace members, track their activity, manage roles, and control access.

What you can do:

  • Invite new members – Add team members to your workspace and assign roles

  • View member details – See member information, roles, credit usage, and activity

  • Update roles – Change member permissions by assigning different roles

  • Monitor usage – Track individual credit consumption across your team

  • Remove members – Revoke access when team members leave or no longer need access

  • Search and filter – Quickly find specific members in large workspaces

Prerequisites

To manage members, you need:

  • Admin or Owner role in your workspace

  • Access to Workspace administration

  • Available member slots in your current plan

Only Owners and Admins can invite, update, or remove members. Members, Viewers, and Billing Partners can view the member list but cannot make changes.

Accessing the members section

To access member management:

  1. Click the Settings icon at the bottom of the left sidebar

  2. Select Workspace administration

  3. Click Members in the left navigation menu


Understanding the members dashboard

The members dashboard displays comprehensive information about each team member:

Member information columns:

  • User – Profile picture, name, and email address

  • Role – Current workspace role (Owner, Admin, Member, Viewer, Billing Partner)

  • Credit Limit – Monthly credit limit assigned to that user

  • Groups – Group memberships (if applicable)

  • Current Month Usage – Real-time credit consumption tracker

  • Action – Quick actions (view details, remove member)

  • Created – Date the user joined the workspace

Workspace capacity indicator:

At the top of the dashboard, you'll see your plan's enrollment capacity:

Your plan currently has 5 out of 10 users enrolled, which means it is at 50% capacity. You can add 5 more users.

This progress bar shows how many member slots you've used and how many remain available in your plan.

Search functionality:

Use the search bar at the top to quickly find members by name or email address.

Inviting new members

Step 1: Open the invite dialog

  1. Navigate to Workspace administration → Members

  2. Click the Invite member button

A pop-up titled "Invite Collaborator" appears.

Step 2: Select a role

Click the Role dropdown and select the appropriate role for the new member:

  • Owner – Full workspace control (rarely assigned)

  • Admin – Full workspace management

  • Member – Standard operational access

  • Viewer – Read-only access

  • Billing Partner – Billing and subscription management only

Choose the role that matches the person's responsibilities and required access level.

Step 3: Enter email addresses

In the Email field, enter the email addresses of the people you want to invite.

To invite multiple members at once:

Separate email addresses with commas:

john@company.com, sarah@company.com, mike@company.com

Step 4: Review billing impact

The interface displays a warning:

⚠️ Inviting additional users will increase your subscription billing. Each new user adds a charge to your monthly subscription.

Make sure you understand the cost impact before proceeding.

Step 5: Send invitations

Click Send Invitations to invite the members.

What happens next:

  • Invited members receive an email invitation

  • They appear in your members list with a pending status

  • Once they accept, their status changes to "ACCEPTED"

  • They gain immediate access based on their assigned role

Viewing member details

To view detailed information about a specific member:

  1. Navigate to Workspace administration → Members

  2. Find the member in the list

  3. Click the eye icon in the Action column

The Workspace Member Details view opens, showing:

  • Full name and email address

  • Current role

  • Assigned credit limit

  • Group memberships

  • Granular authorizations (specific permissions based on role)

  • Account creation date

  • Usage statistics

Updating member roles

Step 1: Open member details

  1. Navigate to Workspace administration → Members

  2. Find the member whose role you want to change

  3. Click the eye icon in the Action column

Step 2: Select a new role

In the Workspace Member Details view:

  1. Click the Role dropdown

  2. Select the new role from the list

Available roles:

  • Owner

  • Admin

  • Member

  • Viewer

  • Billing Partner

Step 3: Review authorizations

Below the role dropdown, you'll see the Authorizations section showing specific permissions for the selected role:

  • Credit management

  • Member management

  • Project access

  • Agent creation

  • Billing access

  • And more

These permissions update automatically based on the role you select.

Step 4: Save changes

Click the Save Change button at the bottom of the view.

What happens next:

  • The role change takes effect immediately

  • The member's permissions update across the workspace

  • The member can now access features based on their new role

  • Previous role restrictions are removed or applied

Removing members

Method 1: Quick remove from members list

  1. Navigate to Workspace administration → Members

  2. Find the member you want to remove

  3. Click the red trash icon in the Action column

  4. Confirm the removal when prompted

Method 2: Remove from member details

  1. Navigate to Workspace administration → Members

  2. Click the eye icon next to the member

  3. In the Workspace Member Details view, locate the remove option

  4. Confirm the removal

What happens when you remove a member:

  • The member loses access to the workspace immediately

  • They can no longer log in or view workspace content

  • Their member slot becomes available for new invitations

  • Your subscription billing adjusts based on active member count

Important considerations:

  • Removed members can be re-invited later if needed

  • Consider changing their role to Viewer instead of removing them if they may need access again

  • Review any shared agents, projects, or data sources owned by the member before removal

Searching and filtering members

To search for a specific member:

  1. Navigate to Workspace administration → Members

  2. Use the Search by name or email bar at the top

  3. Type the member's name or email address

  4. Results filter automatically as you type

This is especially useful in workspaces with many team members.

Monitoring member usage

The members dashboard provides real-time visibility into credit consumption:

Current Month Usage column:

Shows how many credits each member has consumed in the current billing period. This helps you:

  • Identify high-usage team members

  • Track credit consumption patterns

  • Plan credit allocation and limits

  • Optimize workspace costs

Credit Limit column:

Shows the monthly credit limit assigned to each member. Admins can adjust these limits based on team member needs and budget constraints.

Managing member capacity

Understanding plan limits:

Each Swiftask plan includes a specific number of member slots:

  • Starter – Up to 5 members

  • Professional – Up to 20 members

  • Enterprise – Unlimited members

Checking available slots:

The members dashboard displays your current capacity:

Your plan currently has 5 out of 10 users enrolled, which means it is at 50% capacity. You can add 5 more users.

What happens when you reach the limit:

If you try to invite more members than your plan allows, you'll need to:

  1. Remove inactive members to free up slots, or

  2. Upgrade your plan to a higher tier

For plan upgrades, navigate to Workspace administration → Subscription.

Practical use cases

Onboarding a new team member

When a new employee joins your team, invite them with the Member role. They can immediately start creating agents, managing projects, and collaborating with the team.

Granting temporary access to a consultant

Invite external consultants with the Viewer role. They can review workspace activity and provide feedback without modifying any content.

Promoting a team lead to admin

When a team member becomes a department lead, update their role from Member to Admin. They gain the ability to manage other team members and configure workspace settings.

Offboarding a departing employee

When someone leaves the organization, remove them from the workspace immediately. Their access is revoked, and their member slot becomes available for a replacement.

Adding a finance partner

Invite your accountant or finance team member with the Billing Partner role. They can manage invoices and subscriptions without accessing your technical projects.

Tips & best practices

Assign roles based on responsibilities

Match roles to actual job functions. Don't give Admin access to team members who only need to create agents and projects.

Review member list regularly

Audit your members quarterly. Remove inactive users and ensure everyone has the appropriate role for their current responsibilities.

Monitor credit usage

Check the Current Month Usage column weekly to identify unusual consumption patterns and optimize credit allocation.

Maintain multiple admins

Have at least two Admins or Owners to prevent workspace lockout if one admin leaves or loses access.

Use descriptive naming

Encourage team members to use clear profile names so you can easily identify them in the members list.

Plan for growth

Monitor your capacity usage. If you're approaching your plan limit, consider upgrading before you need to add new members urgently.

Document role assignments

Keep a record of why specific members have certain roles, especially for Admins and Billing Partners. This helps with audits and role reviews.

Troubleshooting

Issue: Can't invite new members

Cause: You've reached your plan's member limit.

Solution:

  1. Check your capacity in the members dashboard

  2. Remove inactive members to free up slots, or

  3. Upgrade your plan via Workspace administration → Subscription

Issue: Invited member didn't receive the invitation

Possible causes and solutions:

  1. Email went to spam – Ask them to check their spam folder

  2. Wrong email address – Verify the email address and resend

  3. Email delay – Wait a few minutes and ask them to check again

Issue: Can't change a member's role

Cause: You may not have permission to change that specific role.

Solution:

  • Only Owners and Admins can change roles

  • You cannot change the Owner role (only one Owner exists per workspace)

  • Verify you have Admin or Owner permissions

Issue: Member still has access after removal

Cause: The member may still have an active session.

Solution:

  • Wait a few minutes for the session to expire

  • Ask the member to log out and try logging back in

  • If the issue persists, contact Swiftask support

Additional resources

  • Roles & permissions – Understand what each role can do

  • Workspace administration overview – Learn about other admin features

  • Plans & limits – View member limits for each plan

  • Billing & subscription – Manage your workspace subscription

Ready to manage your team? Navigate to Workspace administration → Members to invite, update, or remove team members..