Managing Your Team

Your team is the backbone of your operations. Learn how to invite members, organize your team, and ensure everyone has what they need to work effectively.

Viewing Your Team

Access your team roster:

1. Go to Company → Team
2. View all current team members
3. See their roles, status, and last activity

The team page shows:

• Name and avatar - Visual identification
• Role - Their permission level
• Email - Contact information
• Status - Active, Pending, or Deactivated
• Joined - When they joined the team

Inviting Team Members

Sending an Invitation

1. Go to Company → Team
2. Click Invite Member
3. Enter their Email Address
4. Select a Role (see Roles & Permissions)
5. Add an optional welcome message
6. Click Send Invitation

What Happens Next

1. They receive an email invitation
2. Clicking the link creates their account (or links existing)
3. They appear in your team as "Pending" until accepted
4. Once accepted, their status changes to "Active"

Bulk Invitations

Need to add many people at once?

1. Click Invite Member → Bulk Invite
2. Enter multiple emails (one per line or comma-separated)
3. Select a role for all invitees
4. Click Send All

Managing Pending Invitations

Viewing Pending Invites

1. Go to Company → Team
2. Click the Pending tab
3. See all outstanding invitations

Resending an Invitation

If someone didn't receive or lost their invite:

1. Find them in the Pending tab
2. Click the Resend button
3. A new invitation email is sent

Canceling an Invitation

Changed your mind?

1. Find the invitation in Pending
2. Click Cancel
3. The invite link becomes invalid

Team Member Profiles

Viewing a Profile

Click any team member to see their profile:

• Contact information
• Role and permissions
• Service jobs assigned
• Activity history
• Performance stats (if enabled)

Updating Member Details

Admins can update team member information:

1. Open the member's profile
2. Click Edit
3. Modify available fields
4. Click Save Changes

Note: Some fields like email require the member to update themselves.

Changing Roles

Adjust permissions as responsibilities change:

1. Open the team member's profile
2. Click Change Role
3. Select the new role
4. Confirm the change

Role changes take effect immediately. The team member may gain or lose access to certain features.

Removing Team Members

When someone leaves:

1. Open their profile
2. Click Remove from Team
3. Choose what to do with their assignments:
   • Reassign to another member
   • Leave unassigned
   • Keep assigned (read-only reference)
4. Confirm removal

What Happens When Removed

• They lose access to your company workspace immediately
• Their Hydra account remains (for other companies)
• Historical data (their activity, notes) is preserved
• Active assignments can be reassigned

Deactivating vs. Removing

Deactivate

Temporary access removal:

• Profile remains in team list (grayed out)
• Can be reactivated anytime
• Preserves all assignments and history
• Use for: Leave of absence, seasonal staff

Remove

Permanent removal:

• Profile removed from team
• Must re-invite to rejoin
• Assignments need reassignment
• Use for: Termination, departure

Team Organization

Filtering and Search

Find team members quickly:

• Search - Type name or email
• Filter by Role - Show only specific roles
• Filter by Status - Active, Pending, Deactivated
• Sort - By name, role, or date joined

Departments (Coming Soon)

Group team members by department for better organization and filtering.

Team Limits

Your subscription plan determines team size:

When near your limit:

• A warning appears when inviting
• Consider upgrading or removing inactive members
• Pending invitations count toward the limit

Best Practices

• Invite early - Get your team on board during setup
• Use appropriate roles - Don't over-permission
• Clean up regularly - Remove departed members promptly
• Complete profiles - Ensure everyone has a photo and info
• Train on roles - Help team understand their access level