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How-to Admin

Managing members: adding and removing users

Managing members: adding and removing users

This article shows organization admins how to invite people, assign roles, and remove members, including what happens to their data and billing when someone leaves.

Before you begin

  • You need Organization Admin permissions. Team Managers can often manage team membership but not org-wide invites or billing-sensitive removals – see Roles and permissions.
  • New members must complete onboarding on your connected chat platform (Slack, Microsoft Teams, Discord, or Google Chat) unless you use email-based invites where supported.

Steps

  1. Click Settings in the sidebar, then select Members.
  2. Click Invite members (or Add people).
  3. Choose the invite path: pick users from your chat workspace directory, paste emails, or share an invite link – whichever your plan and integration expose.
  4. Assign an initial role (Member, Team Manager, or Organization Admin) before sending. Default Member is safest for broad invites.
  5. Optionally assign the person to one or more teams so check-ins and reports scope correctly.
  6. Send the invitation. The user must accept and authorize Dailybot in chat.
  7. To change a role later, find the member in the list, open the actions menu, and choose Change role. Confirm elevated roles carefully.
  8. To remove someone, select Remove from organization (or Deactivate). Confirm the prompt.
  9. If billing is per active user, verify seat count on the next invoice cycle – see Moderating the number of users on your bill.

What to expect after

Invited users appear as pending until they join. Removed users immediately lose access to your org’s check-ins, reports, and automations. Their historical responses usually remain for the org’s record unless you run a separate data deletion process. Billing may adjust on renewal or proration rules described in How Dailybot billing works.

Invite by email

If your plan supports email invites:

  1. Click Settings in the sidebar, then select Members.
  2. Click Invite members -> By email.
  3. Paste one or more emails separated by comma or new line.
  4. Pick the role (Member by default).
  5. Send. Each person receives a link to join your org. They will still need to authorize Dailybot on their chat platform when they first sign in.

If email invite is not available, use the chat workspace directory option (Slack/Teams/Discord/Google Chat) or share an invite link.

Transfer admin to someone else

Use this when the current Organization Owner is leaving the company, or when you want to step down without losing the org.

  1. Sign in as the current Organization Admin / Owner.
  2. Click Settings in the sidebar, then select Members.
  3. Find the person you want to promote. They must already be a member of the org.
  4. Open the actions menu and choose Change role -> Organization Admin.
  5. Save.
  6. If your plan distinguishes Owner from Admin, look for Transfer ownership in the org settings (it requires confirmation by the new owner via email or in-app).
  7. Once the new admin is confirmed, the old admin can stay as Admin, downgrade to Member, or leave the org.

If you are the only admin and you cannot promote anyone (because there is no other member, or you lost access to your account), contact support with proof of ownership (org name, billing email, latest invoice or payment method). Recovery is manual and requires identity verification.

Deactivate vs remove

Action What it does Reversible?
Remove from organization User loses access immediately. Past responses stay in your org. Seat is freed on next billing cycle. Yes – re-invite.
Deactivate (if available) User cannot sign in but is not fully removed. Useful for sabbatical or temporary leave. Yes – reactivate.
Cancel the chat install Removes Dailybot from the whole workspace. Affects everyone, not just one user. Re-install needed.

To deactivate a single member without removing them, look for Deactivate in the member’s actions menu (availability depends on plan).

Member left the company

Common checklist:

  1. Remove from organization (this article).
  2. If they owned check-ins, transfer ownership of those check-ins to a new owner before removing them (otherwise they may become orphaned).
  3. If they were an Admin, promote someone else first (see Transfer admin).
  4. Confirm seat count on next invoice if your plan is per-user.