Managing Team Members & Collaborators

Adding someone to Atarim is two decisions, not one. First, what should they be able to reach across the whole workspace — that is their role. Second, which projects should they actually see — that is their assignment. Getting the first right and forgetting the second is the most common reason a new team member signs in to an empty dashboard.

The left column chooses who you are looking at; the tabs on the right show that person’s settings, activity, and projects.

Adding someone to Atarim is two decisions, not one. First, what should they be able to reach across the whole workspace — that is their role. Second, which projects should they actually see — that is their assignment. Getting the first right and forgetting the second is the most common reason a new team member signs in to an empty dashboard.

Everything below applies to the workspace you currently have selected. Roles, assignments, and access are held per workspace, so someone who works across two of your workspaces is managed separately in each.

Where the People Screen Lives

People is per workspace, so check the switcher first — the list changes with it.

Instructions:

Open your dashboard at app.atarim.io.

Check the workspace switcher at the top of the left sidebar and select the workspace you want to manage.

Select People in the left sidebar. As an administrator you see the header Team Management and an Add Team Member button in the top-right corner.

If your access is limited to your own account, the header reads User Details instead and the page opens straight onto your own settings, with no team list. Everything on your own profile still works.

Getting the workspace itself set up first makes the rest of this simpler. Explore Navigating The Atarim Dashboard

Who Can Manage the Team

Your own profile, password, and preferences live in the same panel as everyone else’s. Learn More About Managing Your Account Settings

The Four Roles

Two of the four can be handed out from this screen. The other two are set elsewhere.

Each role carries a different reach across the rest of Atarim. Read Understanding User Roles And Permissions

How Seats Are Counted

Your plan includes a number of user seats. Administrators and team members each take one. Collaborators do not, so there is no billing reason to hold back on the number of clients and reviewers you bring into a project.

Seats sit alongside your plan and invoices in one place. Explore Managing Your Account And Billing

Inviting Team Members

Use this for anyone who needs their own login and their own project assignments — staff, contractors, and freelancers.

Instructions:

From the People screen, select Add Team Member in the top-right corner. A window opens headed Invite Your Team.

Enter the person’s First Name. This is required.

Enter their Last Name. This is optional and can be left blank.

Enter their Email Address. It must be a valid address and must not already belong to someone in this workspace.

Choose a role. The dropdown offers Administrator and Team Member, and starts on Team Member.

To invite more than one person at once, select + beside a row to add another below it. Use − to remove a row — it only appears once there are at least two.

Select Invite users. A confirmation reads Invitation sent to user, and everyone invited appears on the Pending Invites tab.

What the Invitee Receives

Each person is emailed an invitation with the subject line <your name> invites you to collaborate. Where white labelling is configured for the workspace, the email carries your logo and sending address rather than Atarim’s.

What the link does depends on whether that email address already has an Atarim account:

New to Atarim — the link opens a set-password screen. Once they choose a password, their account is created and they join the workspace.

Already has an account — the link adds the workspace to their existing account directly. They are never asked to set a password, because they already have one.

There is more than one route into a workspace, depending on who you are bringing in. See How To Invite Team Members, Clients, And Guests

Sharing the Workspace Invite Link

Beneath the invite rows, the same window carries a shareable link under the label Or share this link to invite new members. Anyone who opens it lands on a registration screen that joins them to this workspace.

Instructions:

Open the Invite Your Team window from Add Team Member.

Scroll to the link field at the bottom of the window.

Select Copy. The button briefly changes to Copied.

Paste it into Slack, an email, or wherever your team gathers.

Walking a new starter through their first hour is worth doing deliberately. Start With The Account Setup And Onboarding Guide

Managing Pending Invitations

The Pending Invites tab lists everyone invited but not yet joined. It is visible to administrators only.

Instructions:

Select the Pending Invites tab.

Use Search by name or email… to narrow a long list. Results update shortly after you stop typing, and more rows load as you scroll.

Select the send icon on a row to Resend Invitation. A confirmation reads Invitation resent.

Select the bin icon to Delete Invitation. The row disappears, and the seat returns to your plan.

Each row shows the invitee under Who, their invited role under Role, and the two actions under Actions. When nothing is outstanding, the tab shows No pending invitations with an Invite Team Members button.

If someone reports that they cannot get in at all, the cause is usually elsewhere. Read What To Do If You Can’t Access Atarim

Selecting Someone to Manage

The picker at the top of the left column decides whose details the tabs are showing.

Instructions:

Select the picker to open the list. Each entry shows the person’s name and their role in this workspace.

Use Search team member… to filter. If nothing matches, the list reads No team member found.

Select a name. The User Settings and Assigned Projects tabs unlock and load that person’s details.

To return to a workspace-wide view, open the picker and select All Users.

Until someone is selected, those two tabs stay disabled and carry the tooltip Select a user above to activate this section. Activity Feed and Pending Invites are available at all times.

Editing Details and Changing a Role

Role is the field that changes what someone can actually do, so it is worth settling before the rest.

Instructions:

Select the person in the picker, then open the User Settings tab.

To change their avatar, select the pencil button on the profile picture and upload an image. The tooltip recommends 200 × 200 pixels, in PNG or JPG.

To change their User Name or Email, select the field, edit the value, and confirm.

To change their role, open User Role and choose Administrator, Team Member, or Collaborator. It saves the moment you select it — there is no separate save button.

Changing a password is done from this same panel. See How To Reset Your Atarim Account Password

Default Assignment Behaviour

Below the profile, administrators see a section headed Add to new projects and tasks by default. Both switches start off, and both save the moment you toggle them.

Project and task assignment has a few routes beyond this screen. Learn More About Assigning Projects And Tasks

Choosing Task Notifications

The Assigned Tasks Notifications section controls what this person is emailed about. All three start off, and each switch saves immediately. Administrators can set these for anyone; everyone can set their own.

What your workspace emails out is controlled separately. Explore Email Notifications

Assigning Someone to Projects

Adding a person to the workspace gives them no projects at all. Until they are assigned, a new team member signs in to an empty dashboard.

Instructions:

Select the person in the picker.

Open the Assigned Projects tab.

Under Assign User to Projects, use Search for a project… to find one, then select it. Selecting an assigned project again removes them.

Check the count above the list — it shows how many projects are currently selected for this person.

To assign several at once, select Assign Folders to User and choose a folder. The person gains access to the projects that folder contains.

Reviewing What Someone Has Been Doing

The Activity Feed tab shows a running history. With All Users selected in the picker it covers the whole workspace; with one person selected it narrows to them. Selecting an entry takes you to the task it refers to.

Reporting across the workspace goes further than a single person’s feed. Explore Activity Tracking And Reporting

Revoking Team Access

Revoking removes the person from the workspace and asks twice, because it cannot be undone from this screen.

Instructions:

Select the person in the picker.

Open User Settings and scroll to Revoke team access for user.

Select Revoke Team Access. A confirmation window opens headed Revoking Access.

Select Revoke Team Access again to confirm, or Cancel to back out. The person is removed from the workspace and detached from its projects.

The option appears only when you are viewing someone else, and only when you are the account holder, or an administrator viewing a team member or collaborator. Nobody can remove the account holder from their own workspace, and you cannot revoke your own access from this screen.

Access is held per workspace, so it is worth knowing how workspaces divide your work. Read Managing Your Workspaces

Adding Collaborators

Collaborators — clients, stakeholders, reviewers — are added from a project rather than from this screen, because their access is scoped to particular projects rather than to the workspace as a whole. That is why the invite form here deliberately offers two roles instead of four.

Once a collaborator has joined a project they do appear in the People list, and an administrator can manage their role, assignments, and access from here like anyone else.

Two-Factor Authentication

The Two-Factor Authentication section appears only when you are viewing your own profile as the workspace owner. You cannot switch it on or off on someone else’s behalf — each person manages their own. While it is enabled on an account, signing in with Google is not available for that account.

Two-factor authentication is set up per account. See How To Enable Two-Factor Authentication

Benefits

Example Use Cases

Known Limitations

Team management lives in the dashboard only. The WordPress plugin has no invitation or team features, and connecting a site does not bring its WordPress users into your workspace.

Collaborators cannot be invited from this screen. They must be shared into a project first.

There is no bulk role change or bulk revoke. Roles and access are changed one person at a time.

Everything here is workspace-scoped. Someone in several of your workspaces must be managed separately in each.

Pending invitations count towards your user limit before they are accepted.

Re-inviting an address replaces the earlier invitation rather than creating a second one.

Two-factor authentication cannot be managed for other people from this screen.

FAQs

Common issues

• People is missing from the sidebar — your role in this workspace is Team Member or Collaborator. Ask an administrator.
• The page opens on your own settings with no team list — your access is limited to your own account here. Your profile, password and notifications still work normally.
• “Please review your input!” — a row failed validation, usually a missing first name or a malformed email. The affected fields are highlighted.
• “Some email(s) are already taken!” — that address already belongs to someone in this workspace. Check the team list and Pending Invites.
• Invitations stop sending — you have hit 5 requests in 10 minutes. Wait, and batch people into one submission next time.
• “User limit reached” when changing a role — delete unused pending invitations, revoke access for people who have left, or upgrade your plan.
• The invitee says the link did nothing — they already had an Atarim account, so the link joined them silently. Ask them to sign in and switch workspaces.
• User Settings and Assigned Projects are greyed out — nobody is selected. Choose a name in the picker.
• Revoke Team Access is not shown — you are viewing yourself, the account holder, or another administrator.
• A new team member signs in and sees nothing — they have joined the workspace but have no projects. Assign projects or a folder.

Conclusion

Invite with the right role, assign the projects in the same sitting, and revoke access the week someone leaves rather than the quarter after. Three habits, and the People screen stops being something you audit and starts being something you trust.

Folders make the assignment half of that almost free. Explore Adding And Managing Folders