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Managing Team Member Profiles

A guide explaining how to access and manage members’ profiles, details, and settings.

Written by Lora Petkova

Once a team member is invited, you can manage their profile and workspace permissions, update their personal information, configure notification preferences, and review their resource access.

To learn more about adding members to your workspace, see How to Invite Team Members.

Below, you'll find an overview of each section available in a team member profile.

Navigating the Members Tab

All team members can be managed from Settings → Members.

When opened, the page displays a list of all members currently added to the workspace.

The list contains three columns:

  • Name - Displays:

    • the member's name

    • email address

    • workspace role

  • Last Login - Shows whether the member has logged into the workspace and, if so, the date and time of their most recent login.

  • Created - Shows when the member was added to the workspace. Hovering over the date displays the exact timestamp.

Sorting Members

The members list can be sorted by any of the available columns.

Click a column name to sort it in ascending order. Click it again to switch to descending order and a third time to remove the sorting and return to the default view.

Opening a Member Profile

To access a member's profile, click anywhere on their row in the members list.

Each member profile contains three tabs:

  • Profile

  • Notifications

  • Resources

Let's look at each section separately.

Profile

The Profile tab contains the member's personal information, account settings, permissions, and activity history.

From here, you can:

  • Change the member’s avatar by clicking on the edit button on it. This opens up an additional window, where you can:

    • Change their initials

    • Change the avatar’s color

    • Upload an image from your computer, add one from a URL, or paste it directly from your clipboard using Ctrl+V

    • Enable a Gravatar, which automatically generates a recognizable avatar pattern
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  • Change the member’s name by clicking directly on it.
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  • View an overview of the member's:

    • email address

    • workspace role

    • local time

    • invitation date
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  • Use the Impersonate button to open a new browser tab and view the workspace as the member sees it.
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  • View or update the following personal information:

    • Full Name

    • Email Address

    • Display Name (used for mentions, can be a first name or nickname)

    • PhoneNumber
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  • Configure the member's interface language.
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  • Configure the member’s Timezone. When set, the member’s local time will be displayed on the row.
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  • Set the workspace Date and Time Format for this member
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  • Set the First Day of the Week for this member
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  • Set or update this member’s Password
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  • Update the member's workspace role, which controls what they can access and manage throughout the workspace.
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    You can choose from the predefined roles:

    • Admin - Full Access

    • Member - Limited Access (everything except workspace settings)

    • Or you can also select a custom role if your workspace has any configured.
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  • View the Team the member belongs to, if any, along with the number of people in that team. Clicking the team opens its profile.
    ​
    To learn more, see the Teams article.
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  • Review login activity through the Access Locations section, which displays:

    • the access date

    • the exact timestamp (shown on hover)

    • the associated IP address
      ​

  • Deactivate the member, removing their access to the workspace while keeping their data intact.
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  • Delete the member permanently.
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Important Note

Before a member can be deleted, their existing data must be reassigned to another internal user in the workspace.

During the deletion process, you'll be asked to select who should take ownership of:

  • conversation messages

  • assigned tasks

  • task comments

  • invoices, quotes, and files created by the member

Notifications

The Notifications tab allows you to manage which notifications the member receives.

Three notification types are available:

  • Email - notifications sent to the member's email address

  • Push - notifications displayed on the member's desktop if browser notifications are enabled

  • Inbox - notifications shown in the member's in-app Inbox

To learn more about the different notification options, see Notification Settings in Kitchen.

Resources

The Resources tab displays all resources the member has access to, organized by the following categories:

  • Folders

  • Boards

  • Conversations

  • Documents

  • Embeds

  • Invoices

  • Quotes

  • Milestones

Within each category, you'll see:

  • the resource name

  • its location path

  • included items

  • creation date

For Invoices and Quotes, you'll also see:

  • current status

  • amount

For Milestones, you'll also see:

  • start date

  • due date

To learn more about sharing resources with users, see Sharing Resources with Users in Your Workspace.

Need additional assistance? Contact support.

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