People: Adding and managing team members

⏱️ 7 minute read

Before you can assign a person to a project or a task, you first need to add them to the platform as a team member. This is the case for all people, including virtual team members and system administrators. Adding a new team member consumes one seat from your subscription. Adding a new team member with a Permission Profile other than 'Virtual' will make them a potential user of the platform.

Creating team members manually is a good option for adding a few. For adding larger groups of team members, we recommend checking out the existing integrations to automatically provision their access to Forecast. It is also possible to allow team members to automatically join the account, based on the email domains that have been approved by administrators.

• For more information, see Automatically Allow Users by Domain.

This article covers:

• Creating a Team Member
• Team Member Profile Statuses
• Sending Email Invitations
• Viewing and Updating Your Team Members
• Deactivating Team Members

Creating a Team Member

Administrators can add team members to the account from the Admin menu. It is also possible to invite new team members to the account while creating a specific project.

To create a new team member from the Admin menu:

1. Click on Admin in the navigation ribbon.
2. Select Resources from the dropdown.
3. Click Create Team Member.
4. Fill in the team member's details
   
   • Full Name (required)
   • Email (required)
   • Main Role: based on the roles configured under Admin > Roles. To configure roles, see Setting up your company's Roles.
   • Permission (required): use one of the default permission profiles or create a custom one. To manage permissions profiles, see About Permission Profiles.
5. Tick the box under E-Mail Invitation to send an email invite to the user you are creating. 
   
   1. If you do not select to send E-Mail Invitation now you can send the email invite at a later date. 
6. Click +Create Team Member.
   Note: If you are adding an administrator, you will be required to confirm the action with your password. 

Team members statuses

Depending on how you are rolling out Forecast within your organization, you may wish to set up team members profiles in advance of your team needing to access the platform. This can be done by determining to send or not send the email invitation when creating a team member.  If you defer sending the email invitation when creating team members, your People page will reflect this by grouping team members within different status categories.

Sending email invitations

If you deferred sending email invitations and are now ready to roll out Forecast to your team, you will need to review the team members listed in Awaiting Invitation. You can send individual email invites or bulk select team members and send invites with one click.  Each team member must complete the steps in the email invitation in order to finalize the creation of their account and enable their access to Forecast. If a team member profile does not contain an email address, one must be added before the email invitation can be sent.

To send email invitations to previously deferred team members

1.  Click Admin in the navigation ribbon.
2. Select Resources. 
3. On the People page, review Awaiting Invitation. 
4. Confirm all team members you need to invite have valid email addresses. 
5. From the three dots at the far right of the team member's row, select Send Invite. 
6. If you wish to bulk send email invites, select team members by ticking the box to the left of their name. 
7. In the bulk actions menu that appears at the bottom of the screen, select Invite.
8. Once the email invite has been sent to the team member, they will appear under Pending status.
   
   1. team members will remain in Pending status until they have complete the steps in the email invitation. 

If a team member advises they did not receive the email invitation, it is possible to resend.  These team members will appear under Pending status and from here you can select to resend the invitation. 

To resend email invitations

1. Click Admin in the navigation ribbon.
2. Select Resources. 
3. On the People page under Pending, find the team member you need to resend to. 
4. Use the three dots at the far right of the team member's row, and select Resend Invite. 
5. You may also bulk select team members to resend to by selecting all team members by ticking the box on the left side of their names. 
6. Then, in the bulk actions menu at the bottom of the page, select Invite. 

Viewing and updating your team members

As administrators, once the first team members are added, it is possible to get an overview of the existing team member and update them from the Admin settings. Click on a team member's name to access their Team Member info if individual configuration or profile updates are needed. Admins do not have access a team member's entire profile or view security settings on the team member's profile, including the user password.

To view and update your team members:

1. Click on Admin on the navigation ribbon.
2. Select Resources from the dropdown.
3. In the People tab you will be able to see the following details and update the following information:
   1. Name
   2. Role
   3. Skills
   4. Department
   5. Permission profile
   6. Internal hourly cost - used for salary calculations
   7. Start date - the date the team member becomes active
   8. End date - the date the team member is deactivated
   9. Created at (can be toggled on using the Eye)
   10. Created by (can be toggled on using the Eye)
   11. Integrations  - will reflect the logo of any integrations the team member profile may be connected to. 
   12. Seat type - Full or Virtual
   13. Status - the profile's status (Awaiting Invitation, Pending, Active or Deactivated).

Deactivating team members

Once team members no longer work on projects, they can be deactivated. Deactivating a team member releases the license/seat associated with that team member so it may be assigned to a new team member. Deactivating team members does not reduce seat costs in your subscription plan. If you need to review your licensing seats, please contact your Forecast Customer Success Manager or submit a new support case with Forecast Support. 

To deactivate your team member:

1. Click on Admin on the navigation ribbon.
2. Select Resources from the dropdown.
3. In the People tab, click on the three dots on the right side of the individual team member.
4. Click on Deactivate to prevent the user from accessing the account.
5. You can also bulk select team member by ticking the box to the left of their name.
6. In the bulk actions menu that appears at the bottom of the screen, select Deactivate. 

Related Articles

• Automatically Allow Users By Domain
• How do I re-invite team members to Forecast?
• How do I delete a user?