Manage Team Members

👥 Understanding Team Management in tDoc

The Team Members module in tDoc provides a comprehensive system for managing your team's structure, member roles, and professional associates. This feature helps you maintain an organized workspace where each member has the appropriate permissions and access levels, ensuring smooth collaboration across your entire organization.

🚪 Accessing Team Members Management

To access your team's members management page:

1. Navigate to your Team Workspace by selecting your team from the accounts dropdown
2. Click on "Members" in the left sidebar menu

The members dashboard displays three main sections: Team Members, Pending Invites, and Professionals.

👤 Managing Team Members

🔍 Viewing Team Members

The Team Members table provides an organized view of all members with key information including:

• Profile pictures (or initials when no image is available)
• Full names
• Email addresses
• Roles within the team
• Current status
• Action options for each member

This gives you an immediate overview of your team structure and who has access to your workspace.

👑 Understanding Member Roles

tDoc uses a role-based permission system to control what actions team members can perform:

• Owner: Has full access to all settings and can perform any action
• Administrator: Full system access to configure settings
• Member: Standard team member with limited permissions
• Editor: Can manage team members and most features
• Agent: Can handle calls and tasks
• Limited: Can oversee agents and intervene when needed
• ReadOnly: Access to reports and analytics only
• Billing: Special access to billing information
• Clinical: Special permissions for clinical staff (healthcare teams)

Each role comes with a hierarchical permission level, which determines what actions a team member can take regarding other members.

Learn more about Team Roles

➕ Adding New Team Members

✉️ Inviting Team Members

To add new members to your team:

1. Click the "+ Invite Members" button at the top of the Members section
2. In the dialog that appears, enter the email addresses of people you wish to invite
   • Add multiple emails separated by commas for batch invites
3. Select the appropriate role for the new member(s)
4. Add a personalized message (optional)
5. Click "Send Invitations" to deliver the invites

⚠️ Note: You can only assign roles that are equal to or lower than your own role in the hierarchy.

📧 Managing Pending Invitations

All sent invitations appear in the "Pending Invites" section, where you can:

• See who has been invited and their assigned role
• Check the status of each invitation (pending, accepted, expired)
• View when the invitation was sent and when it expires
• Resend invitations that may have been missed
• Revoke invitations that were sent in error

Pending invitations automatically expire after 7 days if not accepted.

🔄 Resending an Invitation

If an invitation is about to expire or was missed:

1. Locate the invitation in the Pending Invites section
2. Click the three dots (actions menu) on the right side
3. Select "Resend" from the dropdown menu
4. The invitation will be sent again with a fresh expiration date

❌ Revoking an Invitation

To cancel a pending invitation:

1. Find the invitation in the Pending Invites section
2. Click the three dots (actions menu)
3. Select "Delete" from the dropdown menu
4. Confirm the deletion in the confirmation dialog

Once revoked, the invitation link will no longer work, and the invited person will not be able to join your team.

✏️ Managing Existing Team Members

🔄 Changing a Member's Role

To update a team member's role:

1. Find the member in the Team Members table
2. Click the three dots (actions menu) on the right side
3. Select "Edit Role" from the dropdown menu
4. Choose the new role from the available options
5. Click "Save Changes" to apply the update

⚠️ Important: You can only modify roles for members who have a lower role hierarchy than your own. Team owners can't have their roles changed except through ownership transfer.

🔄 Transferring Ownership

As the primary owner, you can transfer ownership of the account to another team member:

1. In the Members section, find the team member you want to make the owner
2. Click the menu (⋯) next to their name
3. Select "Transfer Ownership" from the dropdown menu
4. Confirm the transfer in the verification dialog
5. Complete the One-Time Password (OTP) verification step

⚠️ Important: Transferring ownership is a critical action that requires additional verification. Once completed, the new owner will have complete control over the account.

🗑️ Removing a Team Member

To remove someone from your team:

1. Locate the member in the Team Members table
2. Click the three dots (actions menu)
3. Select "Remove" from the dropdown menu
4. Confirm the removal in the confirmation dialog

Removed members will immediately lose access to your team's workspace and all associated resources.

⚠️ Note: The primary owner of a team cannot be removed. Ownership must be transferred first if the primary owner needs to leave the team.

👨‍⚕️ Managing Professional Profiles

The Professionals section allows you to add external specialists who collaborate with your team but aren't full members.

🔍 Viewing Professionals

The Professionals table displays all associated professionals with:

• Profile information
• Specialization/area of expertise
• Contact details
• Status of their association
• Available actions

Professional profiles is the foundation of the AI receptionist. It allows the agent to understand who is available to help with the customer's request.

Learn more about Professionals

These permissions are automatically assigned based on your role but can be customized by team owners for specific needs.

🔄 Next Steps

Now that you understand team member management, learn about:

• Managing team contacts for better relationship management
• Setting up task workflows for team collaboration
• Configuring team settings for customized workspace
• Managing team billing and subscriptions for account maintenance