> ## Documentation Index
> Fetch the complete documentation index at: https://docs.soundchecklive.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing organization members

> Add, manage, and organize your team roster — including seat limits, invitations at the cap, and the manual-onboarded override.

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.

***

## Where the roster lives

<Steps>
  <Step title="Open organization settings">
    From the sidebar, open **Organization**, then the **Members** tab.
  </Step>

  <Step title="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.
  </Step>

  <Step title="Open a member">
    Click any row to expand their profile — role, positions, onboarding status, and payout status.
  </Step>
</Steps>

For each person you'll see their name and photo, email, role (Owner, Admin, Gig Coordinator, or Member), positions, onboarding badge, and account status.

### 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.

***

## 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.

| Plan       | Member seats | Admin seats |
| ---------- | :----------: | :---------: |
| Free       |       5      |      0      |
| Pro        |      25      |      1      |
| Team       |      100     |      5      |
| Enterprise |   Unlimited  |  Unlimited  |

<Note>
  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.
</Note>

### 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.

### 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.*

<Warning>
  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.
</Warning>

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.

### 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.

***

## Adding members

The primary way to grow your roster is by [invitation](/organization/invitations).

<Steps>
  <Step title="Open the invite panel">
    On the **Members** tab, use the inline invite panel.
  </Step>

  <Step title="Enter emails">
    Add one or more email addresses (comma-separated). Invalid addresses are flagged before anything sends.
  </Step>

  <Step title="Choose a role">
    **Member**, **Gig Coordinator** (when enabled for your org), or **Admin** (subject to admin-seat limits).
  </Step>

  <Step title="Send">
    Each invitee receives an email with a join link. They appear immediately as **pending** and hold a seat until they accept.
  </Step>
</Steps>

<Card title="Invitations guide" icon="envelope" href="/organization/invitations">
  The full draft-vs-sent invitation flow, delivery statuses, and resending.
</Card>

***

## 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:

| Badge           | Meaning                                     |
| --------------- | ------------------------------------------- |
| **Not started** | Invitation accepted, no steps completed yet |
| **In Progress** | Some onboarding steps done                  |
| **Onboarded**   | All steps complete (or manually overridden) |

### 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.

<Steps>
  <Step title="Open the member">
    Expand the member on the **Members** tab.
  </Step>

  <Step title="Mark as onboarded">
    In the **Onboarding** panel, choose **Mark as onboarded**.
  </Step>

  <Step title="Remove later if needed">
    The panel shows the date it was marked and a **Remove override** action.
  </Step>
</Steps>

<Note>
  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.
</Note>

<Card title="Positions during onboarding" icon="id-badge" href="/organization/teams/positions">
  How the Positions onboarding step assigns roles from your catalog.
</Card>

***

## Imported members

If you brought your roster in through an [import](/features/imports/overview), 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](/organization/teams/positions#positions-and-imports).
* Imported people still count toward your seat limit.

***

## Managing individual members

### Changing a role

<Steps>
  <Step title="Open the member and edit their role">
    Choose the new role from Owner / Admin / Gig Coordinator / Member.
  </Step>

  <Step title="Save">
    Role changes take effect immediately.
  </Step>
</Steps>

<Info>
  Admins cannot change the role of the Owner or other Admins, and promoting someone to Admin is still subject to your admin-seat limit.
</Info>

### 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.

### Removing a member

<Steps>
  <Step title="Open the member and choose Remove">
    Confirm the removal.
  </Step>

  <Step title="Access ends immediately">
    They lose access right away and free up a seat.
  </Step>
</Steps>

**What stays:** their past assignments and contributions remain in your records. They can be re-invited later.

***

## 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.

<Warning>
  Saving positions **replaces** the previous set rather than adding to it — review the full selection before saving.
</Warning>

Assigned positions feed crew calendars, availability requests, call lists, onboarding, and gig team-building.

<Card title="Positions" icon="id-badge" href="/organization/teams/positions">
  Manage the position catalog and member assignments.
</Card>

***

## Roles at a glance

| Action                | Owner | Admin | Gig Coordinator |  Member |
| --------------------- | :---: | :---: | :-------------: | :-----: |
| View member list      |   ✓   |   ✓   |     Limited     | Limited |
| Invite new members    |   ✓   |   ✓   |        —        |    —    |
| Change member roles   |   ✓   |  ✓\*  |        —        |    —    |
| Assign positions      |   ✓   |   ✓   |        —        |    —    |
| Mark member onboarded |   ✓   |   ✓   |        —        |    —    |
| Remove members        |   ✓   |  ✓\*  |        —        |    —    |
| Manage billing/seats  |   ✓   |   —   |        —        |    —    |

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

<Card title="Roles & permissions" icon="user-shield" href="/organization/roles-permissions">
  Full capability breakdown by role.
</Card>

***

## Troubleshooting

<AccordionGroup>
  <Accordion title="My invitation was blocked">
    You're at your seat limit. Pending invitations count too — revoke any stale ones, remove inactive members, or upgrade. See [Seat limits](#seat-limits).
  </Accordion>

  <Accordion title="The Admin role is greyed out">
    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.
  </Accordion>

  <Accordion title="A member shows 'Not started' but is already working">
    Use **Mark as onboarded** on their profile to override onboarding without forcing them through every step.
  </Accordion>

  <Accordion title="A removed member still appears">
    Refresh the list. Confirm they aren't sitting in the pending-invitations section under a different email.
  </Accordion>
</AccordionGroup>

***

## Related guides

<CardGroup cols={2}>
  <Card title="Invitations" icon="envelope" href="/organization/invitations">
    Draft vs sent invites and delivery status
  </Card>

  <Card title="Roles & permissions" icon="user-shield" href="/organization/roles-permissions">
    What each role can do
  </Card>

  <Card title="Organization setup" icon="building" href="/organization/setup">
    Configure the rest of your org
  </Card>

  <Card title="Subscription plans" icon="credit-card" href="/subscriptions/plans">
    Seats and features by tier
  </Card>
</CardGroup>