> ## Documentation Index
> Fetch the complete documentation index at: https://docs.clearpolicy.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Invite and manage team members in ClearPolicy

> Invite team members to your ClearPolicy organization, assign roles, scope Group Managers to groups, and transfer organization ownership.

Use this guide when you want to give someone on your staff access to ClearPolicy.

In ClearPolicy, a **user** is an internal team member who can sign in and work inside your organization. A **person** is someone who receives requests and does not sign in. Team roles apply only to users.

## Choose the right role first

Before you send an invitation, decide what level of access this person needs.

| Role              | Best for                                                    | What they can do                                                                                              |
| ----------------- | ----------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| **Owner**         | The primary person responsible for the account              | Full access, including organization settings, billing, member management, and Planning Center sync management |
| **Administrator** | Trusted staff who need administrative access                | Manage settings, billing, import history, members, people, groups, documents, and requests                    |
| **Group Manager** | Staff who oversee specific teams, departments, or locations | View assigned groups and manage follow-up work for those groups                                               |

<Warning>
  You cannot invite a new **Owner** through the normal invite flow. Only an existing owner can transfer ownership to an existing **Administrator**.
</Warning>

## Invite a team member

<Steps>
  <Step title="Open the members page">
    Go to **Settings** and select **Members**.
  </Step>

  <Step title="Click Invite Member">
    Click **Invite Member** to open the invitation form.
  </Step>

  <Step title="Enter their email address">
    Use the email address the person will use to sign in to ClearPolicy.
  </Step>

  <Step title="Choose a role">
    Select **Administrator** or **Group Manager**.
  </Step>

  <Step title="Assign groups">
    If you selected **Group Manager**, choose the groups this person should oversee.
  </Step>

  <Step title="Send the invitation">
    Review the role one more time, then send the invitation.
  </Step>
</Steps>

<Info>
  Only owners can invite or assign **Administrator**. Administrators can invite **Group Manager** users, but not other administrators.
</Info>

## What each role means

### Owner

Owners have the highest level of access. They can manage organization settings, billing, import history, invitations, and member changes. Owners are also the only team members who can manage Planning Center sync settings.

### Administrator

Administrators can handle most organization administration tasks, including settings, billing, import history, invitations, member removal, people, groups, documents, and requests. They can assign the **Group Manager** role, but they cannot assign **Administrator**.

### Group Manager

Group Managers are for staff who should oversee compliance for specific groups only. They can open assigned groups, review group compliance, send missing requests, nudge reminders, and view activity for requests in those groups.

Group Managers do not have organization-wide access. They cannot manage organization settings, billing, import history, reports, team members, the full people list, or the full documents list. They also cannot create, edit, or delete groups, people, or documents.

## Update a member's role or groups

Owners and administrators can update team membership from **Settings** > **Members**.

<Steps>
  <Step title="Open the member menu">
    Find the member and open the actions menu.
  </Step>

  <Step title="Click Manage membership">
    Click **Manage membership** to edit the person's role.
  </Step>

  <Step title="Choose the role">
    Select **Administrator** or **Group Manager**. Owners can also transfer ownership to an administrator.
  </Step>

  <Step title="Update assigned groups">
    If the person is a **Group Manager**, choose the groups they should oversee.
  </Step>

  <Step title="Save your changes">
    Click **Save changes**.
  </Step>
</Steps>

You can also assign Group Managers from a group's **Settings** page. This is useful when you are already working inside the group.

## Transfer organization ownership

Only the current owner can transfer ownership. Ownership can only be transferred to an existing **Administrator**.

<Steps>
  <Step title="Make the person an administrator">
    If needed, update the person to **Administrator** first.
  </Step>

  <Step title="Open Manage membership">
    On **Settings** > **Members**, open the administrator's actions menu and click **Manage membership**.
  </Step>

  <Step title="Select Owner">
    Choose **Owner** as the new role.
  </Step>

  <Step title="Confirm the change">
    Review the warning, then save the change.
  </Step>
</Steps>

When ownership is transferred, the selected administrator becomes the owner. The previous owner becomes an administrator.

## What happens when they accept

When someone accepts the invitation, they join your organization with the role you selected. They must sign in with the same email address that received the invitation.

If the invitation is for a **Group Manager**, the group assignments are applied when they accept the invitation.

If the invitation is expired or has already been used, it cannot be accepted.

## Common issues

<AccordionGroup>
  <Accordion title="Why can’t I invite an administrator?">
    Only owners can assign the **Administrator** role.
  </Accordion>

  <Accordion title="Why can’t I invite an owner?">
    The normal invite flow only supports **Administrator** and **Group Manager**. To make someone an owner, invite them first, make them an administrator, then transfer ownership.
  </Accordion>

  <Accordion title="Why can’t I transfer ownership?">
    Only the current owner can transfer ownership, and the new owner must already be an administrator.
  </Accordion>

  <Accordion title="Why can’t this person accept the invite?">
    Make sure they are signing in with the same email address the invitation was sent to. Invitations also expire after 7 days.
  </Accordion>

  <Accordion title="Why can’t I remove this member?">
    Group Managers cannot remove other members. The last remaining owner also cannot be removed or downgraded.
  </Accordion>

  <Accordion title="Why can’t I change my own role?">
    ClearPolicy does not allow users to change their own role.
  </Accordion>

  <Accordion title="Why can’t a Group Manager see a group?">
    Group Managers only see groups assigned to them. Add the person to the group from **Settings** > **Members** or from the group's **Settings** page.
  </Accordion>
</AccordionGroup>

<Note>
  If someone is already a member, do not invite them again. You also cannot create a second pending invitation for the same person.
</Note>