Managing organization members

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Understanding members

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Who is a member?

A member is anyone who belongs to your Soundcheck organization:

• The owner who created the organization
• Admins with management responsibilities
• Regular members who participate in gigs
• Anyone you’ve invited and who accepted

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Member vs. external contact

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Viewing members

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Accessing the member list

1. Navigate to People or Organization Settings
2. Select Members tab
3. View all organization members

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Member information displayed

For each member, you can typically see:

• Name and profile photo
• Email address
• Role (Owner, Admin, Member)
• Positions they fill
• Join date

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Adding members

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Via invitation

The primary way to add members:

1. Go to member management
2. Click Invite Member
3. Enter their email address
4. Select their role
5. Send invitation

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What happens next

1. Person receives email invitation
2. They create a Soundcheck account (if new)
3. They accept the invitation
4. They appear in your member list

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Member roles

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Assigning roles

When inviting, select the appropriate role:

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Changing roles

To modify a member’s role:

1. Find them in the member list
2. Click to edit or access role settings
3. Select new role
4. Save changes

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Role considerations

Promoting to Admin:

• Gives significant access
• Should trust with organization management
• Can manage other members

Demoting from Admin:

• Reduces their access
• May affect their workflow
• Communicate changes clearly

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Managing individual members

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Viewing member details

Click on any member to see:

• Complete profile information
• Positions they’ve indicated
• Their gig history with your organization
• Contact information

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Editing member information

What you can modify:

• Their role in your organization
• Position assignments (if applicable)
• Notes or internal comments

What they control:

• Their name and photo
• Contact details
• Personal preferences

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Removing members

To remove someone from your organization:

1. Find them in the member list
2. Click Remove or the removal option
3. Confirm the removal
4. They lose access immediately

What happens when removed:

• They can no longer access organization data
• Their past assignments remain in records
• They don’t receive future invitations
• They can be re-invited later if needed

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Member positions

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What are member positions?

Members can indicate which positions they fill:

• “I play drums and percussion”
• “I do sound engineering”
• Helps with assignment suggestions

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Viewing member positions

In member profiles or lists:

• See positions they’ve selected
• Understand their capabilities
• Use when staffing gigs

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Benefits of position tracking

• Know who can fill each role
• Get suggestions when building teams
• Track your roster capabilities
• Identify skill gaps

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Organizing your roster

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Active vs. inactive

Some members may become inactive:

• No longer perform with you
• Moved away
• Career change

Consider:

• Removing inactive members
• Keeping for historical records
• Reducing their role/access

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Categories of members

Mentally organize your roster: Core Team

• Regular performers
• Always first call
• Essential to your operation

Regular Collaborators

• Frequent contributors
• Called often but not always
• Reliable backups

Occasional Contributors

• Specialized skills
• Called for specific needs
• Good to have available

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Keeping information current

Encourage members to:

• Keep profiles updated
• Indicate current positions
• Update contact information

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Bulk operations

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Adding multiple members

For large organizations:

1. Prepare list of emails
2. Use bulk invite feature (if available)
3. All receive invitations simultaneously

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Reviewing all members

Periodically audit your roster:

• Are all members still active?
• Are roles appropriate?
• Any outdated information?

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Communication

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Within Soundcheck

Members receive notifications for:

• Gig invitations
• Invitation updates
• Organization announcements (if enabled)

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Best practices

• Keep member emails current
• Ensure they’ve accepted invitations
• Use Soundcheck for gig-related communication
• Supplement with external channels as needed

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Member permissions by role

Quick reference for what each role can do: *Admins typically cannot change other admins or the owner. **Admins typically cannot remove other admins or the owner.

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Best practices

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Onboard properly

When adding new members:

• Explain how your organization uses Soundcheck
• Point them to relevant resources
• Ensure they complete their profile

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Review regularly

Set a schedule to review membership:

• Quarterly for active organizations
• After major personnel changes
• Before busy seasons

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Clear communication

When making changes:

• Communicate role changes before making them
• Explain removals professionally
• Keep records of decisions

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Right-size roles

Match roles to responsibilities:

• Not everyone needs admin access
• More restrictive = more secure
• Promote as trust is earned

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Troubleshooting

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Member can’t access organization?

• Check they’ve accepted the invitation
• Verify they’re viewing correct organization
• Confirm their role has appropriate access

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Can’t change a member’s role?

• Verify you have permission (owner/admin)
• Check if they’re the owner (can’t demote)
• Ensure you’re not trying to demote yourself

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Removed member still appearing?

• Refresh the member list
• Clear browser cache
• Check they’re not in pending invitations

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Related guides

• Roles & Permissions — Understanding access levels
• Invitations — Adding new members
• Organization Setup — Overall configuration