Team Management
Manage users, companies, invitations, and role assignments
Managing Your Team
RoleDream's team management features let you add users, control access, generate invitation links, and organize your companies and workspaces — one person at a time, or a whole list at once.
Users and invitations live at Settings → Users; companies and workspaces at Settings → Companies. Changes take effect immediately across all users.
Core Capabilities
User Management
Add, edit, activate, or deactivate team members — one at a time, or many at once from a pasted list. Assign roles and control access levels.
Invitation Links
Generate, copy, revoke, or regenerate invitation links for new team members to join your workspace.
Company Management
Create and manage company records and workspaces. Set your current active company, and manage a workspace's users from the parent.
User Management
Adding Users
- Navigate to Settings → Users
- Click "Add User"
- Enter the email address — it is the first field, because it is the one you actually have to hand
- Check the name: RoleDream fills in a guess where the address makes one obvious, and you can overwrite it
- Select a role (Admin, Editor, Viewer)
- Click "Create" to add the user
About the guessed name: an address like jane.doe@example.com prefills "Jane Doe" and marks the field as a guess until you touch it. Addresses that don't follow a first-name.last-name convention — jdoe@, support@, j.doe2@ — get no guess at all, because a wrong prefilled name looks authored and nobody corrects it. Whatever you leave in the field is replaced by the person's own name once they sign in.
Existing accounts are added directly: If the email belongs to someone who already has a RoleDream account, they're added to the workspace immediately — no invitation link needed — and can switch to it right away. If the email is new, RoleDream generates an invitation link for you to share (see Invitation Links below).
Seat limits: Adding users counts against your plan's user limit. Check Settings → Billing to see remaining seats.
Editing Users
- Find the user in the user list
- Click the edit icon next to their name
- Update name or role as needed
- Changes save automatically
Deactivating Users
- Locate the user in the active users list
- Click the "Deactivate" button
- Confirm the action
- User loses access immediately and frees up a seat
- Reactivate later if needed by finding them in the inactive users filter
warningSelf-deletion prevention: You cannot deactivate your own account. Another admin must do this.
Filtering Users
Use the status filter to view:
- check_circleActive users: Currently have access to the workspace
- cancelInactive users: Deactivated users who can be reactivated
Finding One Person
Above the list, Search by name or email narrows it as you type. It searches both fields, so a partial address finds someone whose display name you can't remember, and vice versa.
Search works within the tab you are on — searching the Active list will not surface a deactivated account. If a search comes up empty, the page says which query found nothing and offers to clear it, so a stubbornly empty list is never mistaken for an empty company.
Inviting Several People at Once
Onboarding a team one form at a time is where good intentions about mapping the work together quietly die. Bulk invite takes the list you already have — a spreadsheet column, a "To" field, a message from a colleague — and turns it into invitations.
The flow
- Click Bulk invite above the user list
- Paste your addresses into the box
- Click Review list to see exactly how each line was read
- Fix anything flagged, set roles, and remove rows you didn't mean to include
- Click Send, and read the per-row result
What you can paste
One address per line, or several separated by commas, semicolons or tabs. Lines shaped like Jane Doe <jane@example.com> keep the name. Where a line carries no name, the same guess the single-user form makes is applied, and marked as a guess.
Nothing is silently dropped. A line the parser can't make sense of still becomes a row — flagged, and fixable in place. If you paste forty entries you get forty rows, so you never have to work out which one went missing. Duplicates are marked, not removed, and stay in the order you pasted them.
The review table
Each row is editable, and each is checked before you can send:
- alternate_email Addresses that aren't valid, appear twice in the list, or already belong to someone on the roster
- badge Rows with no name, and rows with no role chosen
- groupsSet role for every row assigns one role to the whole list in a single step — and says so plainly when that role grants full administrative rights
If your list is longer than the seats left on your plan, the panel warns you before you send, and names how many will be refused.
After sending
Every row reports its own outcome — invited, failed with the reason, or never attempted. Two follow-ups are offered:
- Retry the failed rows — sends only those, so nobody gets a second invitation
- playlist_removeClear the ones that went out — leaves you with just the rows still needing attention
Deactivating or Reactivating Several People
Tick the checkbox on any row and a bar appears above the list showing how many are selected, with Deactivate or Reactivate beside it — whichever matches the tab you are on. The header checkbox selects everyone currently shown, which means a search narrows what "select all" means.
Before it runs
The confirmation names the people affected and spells out the consequence — they lose access straight away, or they can sign in again. It also warns you in the one case that is hard to undo:
warningRemoving the last administrator leaves nobody able to manage the company. The confirmation says so before you proceed. Rows you can't act on — your own account, and the company owner — cannot be selected in the first place, and say why.
While it runs, and what you get back
People are processed one at a time, with the progress shown. If something stops the run — a seat limit on a reactivation, for instance — it stops there rather than throwing the rest at the same wall.
The result separates three different things, because they need different follow-ups:
- check_circleDone — the change landed
- errorDidn't work — tried, and refused, with the reason
- pendingNever attempted — named individually, and untouched, so you can retry exactly those
A run is not resumable. Navigating away mid-run asks you to confirm, because the remaining people would be abandoned in place.
Invitation Links
Generating Invitations
- Navigate to Settings → Users
- Find the "Invitations" section
- Click "Generate Invitation Link"
- A unique invitation URL is created
- Click "Show URL" to view the link, or "Copy" to copy it to clipboard
Sharing Invitations
Invitation links are for people who don't yet have a RoleDream account. (Someone who already has an account is added directly, without a link — see Adding Users above.) Once generated, links are shared manually via email, chat, or other communication channels:
- Copy the invitation URL using the "Copy" button
- Send the link to your new team member
- They click the link to access the signup/join flow
- Once they complete registration, they'll have access to your workspace
Managing Existing Invitations
- visibilityShow URL: Reveal the invitation link to copy or share it again
- content_copyCopy: Copy the link to your clipboard for easy sharing
- Regenerate: Create a new URL and invalidate the old one (useful if a link was compromised)
- blockRevoke: Permanently disable the invitation link
securitySecurity best practice: Revoke invitation links once they've been used, or regenerate them periodically to maintain security.
Company Management
Creating Companies
- Navigate to Settings → Companies
- Click "Add Company"
- Enter company name and optional details
- Click "Save" to create the company record
Setting Current Company
Designate which company is currently active for your workspace context:
- View the company list at Settings → Companies
- The current company is marked with an indicator
- Click "Set as Current" on a different company to switch
- The active company context updates across the workspace
Switching workspace: When you switch to a different company from the workspace switcher, RoleDream takes you to your home dashboard for that workspace. This keeps you from landing on a stale link that pointed at the previous workspace's data.
Opening Cross-Workspace Links
If you belong to more than one workspace, a teammate can share a direct link to an item (such as a job or resource) that lives in a different workspace from the one you currently have open.
When you open such a link:
- RoleDream recognizes the item belongs to another workspace you can access
- A brief "Taking you to {workspace}…" screen appears while it switches you over
- The shared link opens directly, now showing the correct item
info This only works for items in workspaces you already belong to. If the switch can't be completed, you'll see an option to go to your dashboard instead.
Editing or Deleting Companies
- Click the edit icon to update company name or details
- Click the delete icon to remove a company record
- Changes sync instantly
Users in a Workspace
A workspace beneath your company is a company in its own right, with its own roster. If you administer the parent, you can manage that roster — invite people, correct a name, deactivate someone who has left — without joining the workspace and taking up a seat in it.
The door sits in two places: Manage users on a workspace's row under Settings → Companies, and Manage workspace users above your own user list.
hub A few things stay inside the workspace, and the roster is not live-updated from outside it. Workspace Users covers what differs and why.
Role Assignment
RoleDream uses role-based access control with three standard roles:
Admin
- check Full access to all features
- check Manage users and settings
- check Billing and subscription control
- check Delete entities and data
Editor
- check Create and edit entities
- check Manage jobs and solutions
- check Add resources and research
- block Cannot manage users or billing
Viewer
- check View all content
- check Browse diagrams and data
- block Cannot create or edit
- block Read-only access
Changing roles: Admins can update a user's role at any time by editing the user record. Role changes take effect immediately.
How to Access
Team management features are split across two locations: