Member Management

Member management is how you control who has access to your organization and what they can do. This guide covers inviting people, managing roles, and removing access when needed.

Understanding roles

Verk has four roles that determine what someone can do in your organization:

Owner

Owners have complete control over the organization. They can:

• Access and modify everything in the organization
• Manage all organization settings
• Invite, remove, and change roles for any member
• Delete the organization (except personal organizations)
• Manage billing and subscriptions
• Configure integrations and automations
• Access all tasks, projects, and files

An organization can have multiple Owners. When you create an organization, you automatically become an Owner.

When to make someone an Owner:

• Co-founders or partners
• Senior leaders who need full organizational control
• Someone you trust completely with all organizational decisions
• When you want shared responsibility for the organization

Admin

Admins can manage most aspects of the organization but can't delete it. They can:

• Invite and remove members
• Change member roles (except other Admins and Owners)
• Manage organization settings (name, logo)
• Configure integrations and automations
• Access all tasks, projects, and files
• Create and delete projects
• Manage team workflows

Admins cannot:

• Delete the organization
• Remove Owners or other Admins
• Manage billing (only Owners can do this)
• Transfer ownership

When to make someone an Admin:

• Team leads and managers
• People who need to manage members and projects
• Trusted employees who help run the organization
• Someone who needs organizational control but not billing access

Member

Members are regular team members who can work on tasks and projects. They can:

• View and work on assigned tasks
• Create new tasks and projects
• Comment on tasks
• Upload and access shared files
• View all members of the organization
• Participate in team discussions
• Use integrations configured by Admins

Members cannot:

• Change organization settings
• Invite or remove other members
• Change anyone's role
• Delete the organization
• Access billing information
• Configure integrations

When to make someone a Member:

• Most employees and team members
• Regular contributors to projects
• Anyone who needs to work on tasks but not manage people
• New employees (you can promote them later)

Guest

Guests have limited access to the organization. They can:

• View and work on tasks they're specifically assigned to
• Comment on tasks they have access to
• View their own files
• See limited information about other members

Guests cannot:

• See all tasks and projects
• Create new projects
• Invite other people
• Access organization settings
• See members they don't work with
• Use most integrations

When to make someone a Guest:

• External contractors or freelancers
• Clients who need limited access to specific projects
• Temporary workers
• Partners from other companies
• Anyone who needs access to specific tasks but not the full organization

Viewing your team

To see everyone in your organization:

1. Click your organization name in the top left
2. Select Members from the menu
3. Or, go to Organization Settings → Members

You'll see a list of everyone in the organization with:

• Their name and profile picture
• Their role
• Their email address
• When they joined
• When they were last active

You can sort this list by name, role, or join date.

Inviting new members

Owners and Admins can invite new people to the organization.

How to invite someone

1. Go to Organization Settings → Members
2. Click Invite Member in the top right
3. Enter the person's email address
4. Select their role (Owner, Admin, Member, or Guest)
5. Optionally add a personal message
6. Click Send Invitation

The person receives an email with a link to join your organization.

Inviting multiple people at once

You can invite multiple people in one step:

1. Click Invite Member
2. Enter multiple email addresses, separated by commas or line breaks
3. Select the role for all of them (they'll all get the same role)
4. Click Send Invitations

Each person receives their own invitation email.

What happens after you send an invitation

The invited person receives an email with:

• Who invited them (your name)
• Which organization they're invited to
• What role they'll have
• A link to accept the invitation

The invitation link expires after 7 days. If they don't accept within 7 days, you'll need to send a new invitation.

Pending invitations

You can see all pending invitations in the Members page:

1. Go to Organization Settings → Members
2. Click the Pending Invitations tab
3. You'll see all invitations that haven't been accepted yet

For each pending invitation, you can:

• Resend - Send the invitation email again
• Cancel - Delete the invitation so they can't join

If someone doesn't receive the invitation

If someone says they didn't get the invitation email:

1. Check that you typed their email correctly
2. Ask them to check their spam folder
3. Resend the invitation from the Pending Invitations tab
4. If it still doesn't work, try inviting them with a different email address

Accepting an invitation

When someone invites you to an organization:

1. Check your email for an invitation from Verk
2. Click Accept Invitation in the email
3. If you don't have a Verk account, you'll need to create one
4. If you already have an account, you'll just log in
5. You'll be added to the organization immediately

After accepting, you can switch to the new organization from the organization menu in the top left.

Changing someone's role

Owners and Admins can change member roles.

Who can change roles:

• Owners can change anyone's role (including other Owners)
• Admins can change Members and Guests, but not Owners or other Admins
• Members and Guests cannot change anyone's role

How to change a role

1. Go to Organization Settings → Members
2. Find the person whose role you want to change
3. Click the role dropdown next to their name
4. Select the new role
5. Confirm the change

The change takes effect immediately. The person might need to refresh their browser to see new permissions.

Promoting someone

When you promote someone (e.g., from Member to Admin):

• They gain new permissions immediately
• They can access features they couldn't before
• They might see new options in their navigation menu

Common promotions:

• Member to Admin (when someone takes on management responsibilities)
• Guest to Member (when a contractor becomes an employee)
• Admin to Owner (when sharing organizational control)

Demoting someone

When you demote someone (e.g., from Admin to Member):

• They lose elevated permissions immediately
• They can't access Admin features anymore
• They might lose access to some settings and information

Be careful with demotions:

• Have a conversation with the person first
• Explain why you're changing their role
• Make sure they understand what they'll lose access to
• Consider if demotion is really necessary, or if removing them is more appropriate

Removing members

Owners and Admins can remove people from the organization.

How to remove someone

1. Go to Organization Settings → Members
2. Find the person you want to remove
3. Click the three-dot menu next to their name
4. Select Remove from Organization
5. Confirm the removal

The person is removed immediately and loses all access to the organization.

What happens when you remove someone

When you remove a member:

• They can no longer log in to the organization
• They lose access to all tasks, projects, and files
• Their comments and work history remain (so you don't lose context)
• Tasks assigned to them remain assigned (you should reassign them)
• They don't receive a notification (so tell them separately)

Their profile stays in the system as "Former Member" so:

• You can still see who created or commented on tasks
• The task history makes sense
• You maintain an audit trail
• You can see who was assigned to completed tasks

When to remove someone

Remove someone when:

• They leave the company or team
• Their contract or project ends
• They no longer need access to the organization
• They're joining a different organization for the same work
• There's a security concern

Removing yourself

You can remove yourself from an organization if:

• You're not the only Owner (organizations need at least one Owner)
• It's not your personal organization (you can't leave your own personal org)

To remove yourself:

1. Go to Organization Settings → Members
2. Find your own name in the list
3. Click Leave Organization
4. Confirm you want to leave

If you're the only Owner, you need to promote someone else to Owner before you can leave.

Re-inviting someone

If you removed someone by mistake, or they need access again:

1. Go to Organization Settings → Members
2. Click Invite Member
3. Enter their email address
4. Select their role
5. Send the invitation

They'll receive a new invitation and can join again. However:

• They won't automatically get reassigned to their old tasks
• You'll need to give them access to projects again
• Their old comments and work history will still show their name

Best practices for member management

Start with least privilege

When inviting someone new:

• Start with the minimum role they need (usually Member)
• Promote them later if they need more access
• This is safer than giving too much access upfront

Review members regularly

Every few months:

• Review who has access to your organization
• Remove people who no longer need access
• Check if roles still make sense
• Update roles as people's responsibilities change

Use Guest role for external people

If someone's not a full team member:

• Contractors and freelancers should be Guests
• Clients should be Guests
• Anyone temporary should start as a Guest

You can always promote them to Member later.

Communicate role changes

Before changing someone's role:

• Talk to them about it
• Explain what's changing and why
• Make sure they understand their new permissions
• Answer any questions they have

Protect Owner access

Be careful about who you make an Owner:

• Owners can delete the organization
• Owners can remove other Owners
• Only make people Owners if you trust them completely
• Consider having 2-3 Owners for backup, but not too many

Document your team structure

Consider documenting:

• Who your Owners and Admins are
• Why certain people have elevated access
• Your policy for promotions and role changes
• How long Guest access typically lasts

This helps new Admins understand your team structure.

Troubleshooting

Someone can't accept their invitation

Check these things:

• Is the invitation still pending? (check Pending Invitations)
• Did it expire? (resend it if more than 7 days old)
• Did they check spam?
• Is their email address spelled correctly?
• Try sending a new invitation

Someone doesn't have the permissions they need

Check these things:

• What role do they have? (might need to be promoted)
• Did they refresh their browser after the role change?
• Are they in the right organization? (check the org name in top left)
• Did the role change actually save? (check the Members list)

Can't invite more members

Possible reasons:

• You've hit your plan's member limit (upgrade or remove someone)
• You're not an Admin or Owner (ask an Admin for help)
• The email address is already a member (check the Members list)

Can't remove someone

Possible reasons:

• You don't have permission (only Owners and Admins can remove people)
• You're trying to remove the only Owner (promote someone else first)
• They're already removed (check if they're in the list)

Getting help

If you have questions about member management or need help with team setup, contact our support team at support@verkapp.com. We're here to help.

For role change requests when you don't have permission, ask your organization's Owner or Admin.