Inviting and Managing Members
Overview
A TeamBrain organization grows by inviting people and managing their access. Organization admins send invitations, set each member's role, change roles later, and remove members — all from the TeamBrain management page in the web app. License seats are assigned on the same page, but by whoever owns or administers the TeamBrain subscription rather than by organization role (see Assigning Licenses). Regular members can view the page, but the invitation and role controls are disabled for them.
Inviting Members
From Invite Users, enter one or more email addresses (separated by commas, semicolons, or line breaks), choose the role to assign (User or Admin), and optionally add a custom message. Send Invitations emails them. An invited person joins the members list once they accept the invitation.
How an Invitation Is Accepted
An invitation is a link emailed to one address, and it is opened in a browser. These rules apply:
- It expires after seven days. After that the link shows This invitation has expired.
- It can be accepted once. A link that has already been accepted shows This invitation has already been used.
- The invited account has to open it. The person must be signed in to a TheBrain account whose email address is the one you invited (capital letters don't matter); with any other account TheBrain shows This invitation was sent to a different email address. Someone who isn't signed in is sent to the login screen first and returned to the invitation afterwards.
- An account can belong to one organization. An account that is already in an organization sees You are already a member of an organization and can't join.
Accepting gives the person the role you chose in the invitation. It doesn't give them a license seat — that is assigned separately (see Assigning Licenses below).
The members list shows only people who have joined, so a pending invitation isn't listed there and can't be withdrawn from the page. To replace an expired or mistyped invitation, send a new one. An address that already belongs to a member isn't invited again; the confirmation counts it as a failed invitation.
Changing Roles and Removing Members
Select one or more members in the members list, then open the menu that appears above the list, which shows how many users are selected. In it, Change User Role switches the selected members between User and Admin, and Remove User from Organization takes them out. TheBrain asks you to confirm every removal, and a role change only when it steps you yourself down from admin.
Assigning Licenses
A member needs an active TeamBrain license to use TeamBrain features. Seats are handed out in the TeamBrain License Management section below the members list — but who can do that is decided by the subscription, not by the organization role:
- You can manage a TeamBrain subscription's seats when your account owns that subscription, or when your own seat in it is set to Admin.
- Anyone else who holds a seat sees just their own seat, marked Assigned by and the owner's name, with no controls.
- An organization Admin who neither owns the subscription nor has an Admin seat in it gets no seat controls here, even though they can invite and remove members.
When you can manage the seats, the section shows how many are used and lists each seat holder:
- Add User — assigns a free seat. Type the person's email address, or pick someone from your organization. When no seat is free the button reads Purchase Additional Seats instead.
- The User / Admin dropdown beside a name — set it to Admin to let that person manage this subscription's seats too. They have to hold a seat first.
- The X (Remove User) beside a name — takes that seat back, after a confirmation.
So if you are an organization Admin and can't give anyone a seat, ask the subscription's owner, or someone whose seat is already set to Admin, to change your seat's dropdown from User to Admin.
Add User, the User / Admin dropdown and the X are also in Settings > User > Account > Subscription & License Management (in the desktop and mobile apps this opens in your browser). There, Add User takes an email address only, and it isn't shown when no seat is free. In the members list, a member without an active license shows an Inactive license status.