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Your members are the people who belong to your organization — the owner, admins, gig coordinators, and everyone you’ve invited. This page covers where the roster lives, how seat limits shape who you can add, and the day-to-day work of onboarding, editing, and removing people.

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Where the roster lives

1

Open organization settings

From the sidebar, open Organization, then the Members tab.
2

Review the combined list

The list shows active members and pending invitations together, so you can see everyone who counts toward your organization in one place.
3

Open a member

Click any row to expand their profile — role, positions, onboarding status, and payout status.
For each person you’ll see their name and photo, email, role (Owner, Admin, Gig Coordinator, or Member), positions, onboarding badge, and account status.

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Account status badges

Use the account badges to understand whether someone can receive in-app or push notifications:
  • No account — imported roster row that has not been claimed yet.
  • Never signed in — Soundcheck account exists, but no login has been recorded.
  • Last signed in … — the latest login recorded from Clerk.
  • Password set / OAuth only — whether Clerk reports password sign-in for that member.
Email and SMS notification delivery still depends on contact info and notification preferences. Push and in-app reachability require the member to have opened Soundcheck while signed in.

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Seat limits

Every plan includes a fixed number of member seats. Active members and pending invitations both count toward the limit — an invitation you’ve sent but that hasn’t been accepted still occupies a seat.
Some organizations have a custom seat limit set for them. When present, that per-org limit replaces the plan-tier number above — it can lift a single organization above its tier cap without changing plans. Your Members tab always shows the limit that actually applies to you.

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Reading your seat usage

The Members tab shows a live status line, for example:
  • Team plan: 12/100 users. 2/5 admin seats used.
  • Free plan: 4/5 users. Admin roles require upgrade.
Use it to see how much headroom you have before you start inviting.

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What happens at the cap

When inviting would push you past your seat limit, the invite is blocked before it sends. You’ll see a message such as:
Pro plan is limited to 25 users. You currently have 25. Please upgrade to Team plan.
Nothing is sent when you’re over the cap — the whole batch is rejected, not just the overflow. Free up seats (remove inactive members or revoke stale pending invitations) or upgrade your plan, then try again.
The upgrade nudge only appears on Free and Pro plans. On Team, or when a custom seat limit is in force, the message names your own limit without suggesting an upgrade.

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Admin seats

Admin is capped separately from member seats. In the invite panel, the Admin role option is disabled once you’re at your admin-seat limit — it reads “(Limit reached)”, or “(Upgrade required)” on Free, where admins aren’t included at all.

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Adding members

The primary way to grow your roster is by invitation.
1

Open the invite panel

On the Members tab, use the inline invite panel.
2

Enter emails

Add one or more email addresses (comma-separated). Invalid addresses are flagged before anything sends.
3

Choose a role

Member, Gig Coordinator (when enabled for your org), or Admin (subject to admin-seat limits).
4

Send

Each invitee receives an email with a join link. They appear immediately as pending and hold a seat until they accept.

Invitations guide

The full draft-vs-sent invitation flow, delivery statuses, and resending.

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Onboarding new members

When someone accepts, they move through your organization’s onboarding steps — profile details, positions, and any custom fields you’ve defined. Each member’s row shows an onboarding badge:

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The manual-onboarded override

Sometimes a member is ready to work before they’ve clicked through every onboarding step — a long-time collaborator, or someone you onboarded in person. Owners and admins can mark them onboarded directly.
1

Open the member

Expand the member on the Members tab.
2

Mark as onboarded

In the Onboarding panel, choose Mark as onboarded.
3

Remove later if needed

The panel shows the date it was marked and a Remove override action.
The override marks the member onboarded without changing their step progress — their individual step completion is untouched. Removing the override returns them to their computed onboarding status.

Positions during onboarding

How the Positions onboarding step assigns roles from your catalog.

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Imported members

If you brought your roster in through an import, those members appear in the list like any other. A few things to know:
  • Imported members are matched by email, so re-importing the same person updates rather than duplicates them.
  • Positions referenced in the import are matched to your catalog — and can be auto-created if they don’t exist yet. See Positions.
  • Imported people still count toward your seat limit.

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Managing individual members

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Changing a role

1

Open the member and edit their role

Choose the new role from Owner / Admin / Gig Coordinator / Member.
2

Save

Role changes take effect immediately.
Admins cannot change the role of the Owner or other Admins, and promoting someone to Admin is still subject to your admin-seat limit.

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The personal profile tab

Each member owns a personal tab — name, photo, and contact details — that they control. Organization-specific data (role, positions, onboarding) is managed by owners and admins. This keeps personal updates with the member while org settings stay with the org.

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Removing a member

1

Open the member and choose Remove

Confirm the removal.
2

Access ends immediately

They lose access right away and free up a seat.
What stays: their past assignments and contributions remain in your records. They can be re-invited later.

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Member positions

Members can carry one or more positions — the functional roles they fill (Drums, FOH Engineer, Tour Manager). Owners and admins can assign positions directly from a member’s profile; the member can also pick them during onboarding.
Saving positions replaces the previous set rather than adding to it — review the full selection before saving.
Assigned positions feed crew calendars, availability requests, call lists, onboarding, and gig team-building.

Positions

Manage the position catalog and member assignments.

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Roles at a glance

*Admins cannot change or remove the Owner or other Admins.

Roles & permissions

Full capability breakdown by role.

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Troubleshooting

You’re at your seat limit. Pending invitations count too — revoke any stale ones, remove inactive members, or upgrade. See Seat limits.
You’ve hit your admin-seat limit for the plan. Upgrade for more admin seats, or assign Gig Coordinator for operational access without an admin seat.
Use Mark as onboarded on their profile to override onboarding without forcing them through every step.
Refresh the list. Confirm they aren’t sitting in the pending-invitations section under a different email.

Invitations

Draft vs sent invites and delivery status

Roles & permissions

What each role can do

Organization setup

Configure the rest of your org

Subscription plans

Seats and features by tier