CAREFUL

Viewing and Managing Organisation Members

Introduction

The Members tab in your organisation view allows you to see all staff members working in your organisation, manage their roles and permissions, invite new team members, and control access to the CAREFUL platform. This is essential for administrators to maintain accurate staff records and ensure appropriate access levels.

Before You Start

  • You must be an Organisation Administrator to access most member management features
  • Standard staff members can view the members list but cannot edit or invite users
  • System administrators have additional privileges for organisation-wide settings

Steps

To view your organisation members:

  1. From the sidebar, select your organisation name to open the organisation management view
  2. Click the Members tab (the third tab in the tab bar)
  3. The members table displays showing all staff in your organisation with their profile photo, name, contact number, email, role, and duty status

To search for a specific member:

  1. In the Members tab, locate the search box at the top of the table
  2. Type the member's first or last name in the field (placeholder reads "type the members first or last name")
  3. Results filter automatically as you type (with a brief delay)
  4. Your search is saved automatically and persists when you return to this view

To view disabled users:

  1. In the Members tab, locate the Show Disabled Users checkbox
  2. Check the box to include disabled staff accounts in the list
  3. Disabled members appear with greyed-out styling to distinguish them from active users
  4. Uncheck to hide disabled users again

To invite a new member to your organisation:

  1. Click the action menu (typically a dropdown or kebab menu in the header)
  2. Select the option to invite or create a new user
  3. In the Create Organization User dialog that appears, fill in the required fields:
    • First Name (required)
    • Last Name (required)
    • Cell/Mobile Number with country code (optional but recommended)
    • Email (optional, but you must provide either phone or email)
  4. Optionally add Job Title and Speciality to help identify the staff member's role
  5. Select a User Role from the dropdown:
    • Staff: Standard clinical user with access to assigned teams
    • Admin: Organisation administrator with full management privileges
    • Team Owner: Can manage a specific team (you'll be prompted to select which team)
  6. If you selected Team Owner, choose the Team from the dropdown that appears
  7. If inviting multiple users, check the Create Another checkbox to keep the dialog open after saving
  8. Click Invite to send the invitation
  9. The new member appears in the table with an Unverified badge until they complete registration
  10. They will receive an invitation via email or SMS to set up their account

To edit a member's details:

  1. Locate the member in the table
  2. Click the action menu (⋮) in their row
  3. Select Edit from the menu
  4. In the Edit Organization User dialog, update any of these fields:
    • First Name, Last Name
    • Job Title, Speciality
    • Contact/Bleep Number
    • User Photo (click to upload a new profile image)
  5. Note: User Role cannot be changed here (use promote/demote options instead)
  6. Click Save to apply changes
  7. The member list refreshes automatically with the updated information

To promote a staff member to Organisation Administrator:

  1. Click the action menu (⋮) next to the staff member's name
  2. Select Promote to Organization Admin
  3. A confirmation dialog appears explaining the admin privileges
  4. Enter your OTP code (two-factor authentication) for security verification
  5. Click Confirm to complete the promotion
  6. The member's role badge updates to Admin and they gain full organisation management access

To demote an administrator to staff:

  1. Click the action menu (⋮) next to the administrator's name
  2. Select Demote from Organization Admin
  3. Review the confirmation message warning about privilege removal
  4. Enter your OTP code for verification
  5. Click Confirm
  6. The member's role badge updates to Staff and their admin privileges are removed

To change a member's phone number:

  1. Click the action menu (⋮) next to the member's name
  2. Select Change Cell/Mobile number (or "Change Mobile number" depending on your region)
  3. In the Change Phone Number dialog, enter the new phone number with country code
  4. Click the submit button
  5. The member table shows Pending: [new phone] below their contact information
  6. The member must verify the new number before the change takes effect

To change a member's email address:

  1. Click the action menu (⋮) next to the member's name
  2. Select Change Email
  3. In the Update Email dialog, enter the new email address
  4. Click the submit button
  5. The member table shows Pending: [new email] below their email
  6. The member must verify the new email before the change takes effect

To set a member's duty status:

  1. Click the action menu (⋮) next to the member's name
  2. Select either Set to On Duty or Set to Off Duty depending on current status
  3. The status updates immediately without confirmation
  4. The duty status badge changes to either On duty (green) or Off duty (grey)
  5. When off duty, members won't receive handover requests and colleagues can see their availability

To disable a member's account:

  1. Click the action menu (⋮) next to the member's name
  2. Select Disable user
  3. Confirm the action if prompted
  4. The member disappears from the active list (unless you have Show Disabled Users checked)
  5. The member can no longer log in to CAREFUL
  6. Their patient assignments and historical data remain intact

To re-enable a disabled account:

  1. Check the Show Disabled Users checkbox to see disabled accounts
  2. Locate the disabled member (shown with greyed-out styling)
  3. Click their action menu (⋮)
  4. Select Enable user
  5. Confirm the action
  6. The member can now log in again and appears in the active member list

To resend an invitation to an unverified member:

  1. Locate members with the Unverified badge in the table
  2. Click the action menu (⋮) next to their name
  3. Select Resend invitation
  4. A new invitation is sent via email/SMS
  5. The Unverified badge remains until they complete registration

To cancel pending phone or email changes:

  1. Locate members showing Pending: [phone/email] in their contact information
  2. Click the action menu (⋮) next to their name
  3. Select Cancel pending changes
  4. The pending change is removed and the original contact information is retained

To sort the members list:

  1. Click any column header in the table (Name, Contact, Email, Role)
  2. The list sorts by that column in ascending order
  3. Click again to reverse the sort order
  4. Your sort preference is saved and persists when you return

Tips

  • Search is persistent: Your search query and table sorting are automatically saved in your browser, so when you return to the Members tab, your view is exactly as you left it
  • Use duty status strategically: Setting yourself "Off duty" prevents handover requests during non-working hours, helping manage work-life balance
  • Batch invitations: Use the "Create Another" checkbox when inviting multiple staff members to keep the invitation dialog open and save time
  • Pending changes require verification: When you change a member's phone or email, they must verify the new contact method before it takes effect - this ensures account security
  • OTP verification for admins: Promoting or demoting administrators requires two-factor authentication because these are sensitive security actions
  • Disabled vs deleted: CAREFUL doesn't delete user accounts - disabling preserves all historical data and audit trails while preventing login
  • Team Owner assignment: When inviting a Team Owner, they must be assigned to a specific team during creation - you cannot create a Team Owner without a team
  • Role visibility: The role badge (Staff/Admin/Team Owner) helps you quickly identify who has management privileges in your organisation
  • Unverified members: New invitations show an "Unverified" badge until the user completes registration - they cannot log in until verified
  • Managing Teams: Learn how to create and manage teams within your organisation
  • Team Member Management: Discover how Team Owners can add and remove members from their specific teams
  • User Permissions and Roles: Understand the differences between Staff, Team Owner, and Administrator roles
  • Organisation Settings: Configure organisation-wide settings including patient statuses and custom fields
  • Audit Logs: View the complete history of changes made to your organisation and member accounts

Need more help?

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