Overview
Managing your team effectively is essential for smooth parking lot operations. This guide covers everything you need to know about adding users, inviting members, assigning roles, and managing access across your auction.Invite Members
Send email invitations or shareable links
Manage Roles
Assign appropriate access levels
Location Access
Control which locations users can access
Transfer Ownership
Hand off auction ownership securely
Understanding Users vs Members
Before managing your team, it’s important to understand the distinction between users and members in Auction Excellence.Users
A user is an individual account in the system. Users are created when someone:- Accepts an invitation to join an auction
- Signs up through a shareable invite link
- Is added by a super admin
Members
A member is a user who has been added to a specific auction. When a user becomes a member of an auction, they are assigned a role that determines their permissions within that auction.The same user can be a member of multiple auctions with different roles in each. For example, John could be an Owner of “ABC Auction” and a Team Member at “XYZ Auction.”
Role Hierarchy
Each member has one of four roles within an auction:| Role | Access Level | Typical Use Case |
|---|---|---|
| Owner | Full administrative control | Business owner, primary administrator |
| Admin | Manage users and locations | Operations manager, supervisor |
| Manager | Manage attendance, view analytics | Shift lead, floor manager |
| Team Member | Submit data for assigned locations | Field staff, inspectors |
Every auction must have exactly one Owner. Ownership can be transferred to another Admin when needed.
Managing Auction Members
Viewing Members
Access your member list to see everyone in your auction:Filtering Members
Use the filter options to find specific members:| Filter | Description |
|---|---|
| Role | Show only Owners, Admins, or Team Members |
| Search | Find by name or email address |
| Status | Filter by active or inactive members |
Inviting New Members
There are two ways to invite new members to your auction:Option 1: Email Invitation
Send a direct email invitation to a specific person:Select Role
Choose the appropriate role:
- Admin - For supervisors who need to manage users and locations
- Manager - For shift leads who need to manage attendance
- Team Member - For staff who will submit data
The invited person will receive an email with a link to join your auction. They’ll need to create an account (or sign in if they already have one) to accept the invitation.
Option 2: Shareable Invite Link
Generate a link that can be shared via text, Slack, or other channels:Managing Pending Invitations
Track and manage invitations that haven’t been accepted yet:| Action | Description |
|---|---|
| View Pending | See all outstanding invitations |
| Resend | Send the invitation email again |
| Revoke | Cancel an invitation before it’s accepted |
Accepting Invitations (For Invited Users)
When someone receives an invitation to join your auction, they have multiple ways to accept it:Email-Based Invite Discovery
Users who receive invitations can discover and accept them even if they don’t click the original email link:Sign Up or Login
The invited user creates an account or logs in with the same email address the invitation was sent to
See Pending Invites
Pending invitations appear in two places:
- A banner at the top of the Auctions page
- A notification bell in the header with a badge count
Invitations are matched by email address (case-insensitive). The system automatically finds pending invites for newly registered users, so they don’t need to remember or find the original invite link.
Invite Notification Bell
The notification bell in the header provides quick access to pending invites:| Feature | Description |
|---|---|
| Badge Count | Shows the number of pending invitations |
| Dropdown List | Displays auction name, role, and inviter for each invite |
| Quick Join | Accept invites directly from the dropdown |
Pending Invites Banner
On the Auctions page, users see a blue banner for each pending invitation:- Auction name and assigned role are prominently displayed
- Shows who sent the invitation (invited by)
- Accept button to join the auction
- Dismiss button to hide the banner (the invitation remains valid)
New User Registration Flow
When an admin invites someone who doesn’t have an account:Super admins are notified by email whenever a new user registers. To grant new users permission to create their own auctions, see User Access & Auction Permissions.
Pending Approval State
New accounts start in a pending state. A yellow banner on the Auctions page explains that a super admin must approve the account before the user can create auctions. The user can still accept invitations to join existing auctions in the meantime.
The redirect path is preserved through email confirmation, so users are taken back to the auctions page where they can see and accept their invites.
Changing Member Roles
Adjust a member’s role as their responsibilities change:Select New Role
Choose the new role from the dropdown:
- Admin - Grants user and location management access
- Manager - Grants attendance management and analytics access
- Team Member - Limits to data submission for assigned locations
Only Owners can change any member’s role. Admins can only promote Team Members to Admin (if this permission is enabled in your auction settings).
Role Capabilities Reference
| Capability | Owner | Admin | Manager | Team Member |
|---|---|---|---|---|
| View all data | ✓ | ✓ | ✓ | ✓ |
| Submit lot counts & inspections | ✓ | ✓ | ✓ | ✓ |
| Edit own submissions (within window) | ✓ | ✓ | ✓ | ✓ |
| Edit any submission (bypass window) | ✓ | ✓ | ✗ | ✗ |
| Delete / restore submissions | ✓ | ✓ | ✗ | ✗ |
| View deleted submissions | ✓ | ✓ | ✗ | ✗ |
| Export data | ✓ | ✓ | ✓ | ✓ |
| Check in / check out members | ✓ | ✓ | ✓ | ✗ |
| View attendance reports | ✓ | ✓ | ✓ | ✗ |
| Delete attendance records | ✓ | ✓ | ✗ | ✗ |
| Invite new members | ✓ | ✓ | ✗ | ✗ |
| Change member roles | ✓ | Limited | ✗ | ✗ |
| Remove members | ✓ | ✓ | ✗ | ✗ |
| Delete member accounts | ✓ | ✓ | ✗ | ✗ |
| Manage locations | ✓ | ✓ | ✗ | ✗ |
| Configure submission types | ✓ | ✓ | ✗ | ✗ |
| Manage chat channels | ✓ | ✓ | ✗ | ✗ |
| View audit logs | ✓ | ✓ | ✗ | ✗ |
| Auction settings (branding) | ✓ | ✗ | ✗ | ✗ |
| Transfer ownership | ✓ | ✗ | ✗ | ✗ |
| Delete auction | ✓ | ✗ | ✗ | ✗ |
Removing Members
Remove a member when they leave your organization or no longer need access:What Happens to Their Data?
When you remove a member:| Data Type | What Happens |
|---|---|
| Submissions | Preserved and still attributed to them |
| Inspections | Preserved with their name |
| Rock Reports | Preserved; reassign if still open |
| Chat Messages | Preserved in channel history |
| Location Assignments | Removed |
Historical data is never deleted when a member is removed. This ensures complete audit trails and operational continuity.
Deleting a Member’s Account
Account deletion permanently anonymizes a user’s personal information while preserving their historical data. This is different from removing a member (which only revokes auction access).How to Delete an Account
Open the Actions Menu
Click the actions menu (three dots) on the member’s row and select Delete Account.
Confirm Deletion
Review the confirmation dialog, which explains what will happen. Click Delete Account to proceed.
What Happens When an Account is Deleted
| Data | What Happens |
|---|---|
| Name and email | Replaced with “Deleted User” and an anonymized email |
| Login credentials | Permanently deleted from authentication system |
| Auction memberships | Removed from all auctions |
| Location assignments | Removed |
| Push tokens and notifications | Deleted |
| Chat memberships | Removed |
| Submissions and inspections | Preserved, attributed to “Deleted User” |
| Rock reports | Preserved, attributed to “Deleted User” |
| Chat messages | Preserved in channel history |
You can also delete accounts from the user detail page in the Danger Zone section, below the deactivate/reactivate toggle.
Re-inviting Removed Members
To add someone back to your auction after removal:- Send a new invitation to their email address
- They’ll need to accept the invitation again
- You’ll need to reassign them to locations
User Management
Creating Users
Users are typically created through the invitation process. However, understanding the user creation flow helps with troubleshooting:Via Email Invitation
Via Email Invitation
- Admin sends invitation email
- User clicks link in email
- User creates account with password
- User automatically joins the auction with assigned role
Via Shareable Link
Via Shareable Link
Existing User
Existing User
- User with existing account receives invitation
- User signs in with existing credentials
- User accepts invitation to join new auction
- User now has access to multiple auctions
Editing User Details
User profiles are managed at the account level, not the auction level. Users can update their own profile information:| Field | Editable By |
|---|---|
| Full Name | User (in Profile settings) |
| Requires support request | |
| Password | User (via change password) |
| Avatar | User (in Profile settings) |
Resetting Passwords
If a team member forgets their password:- They should use the Forgot Password link on the login page
- They’ll receive a password reset email
- They can set a new password and regain access
Admins cannot reset passwords for users directly. Password management is handled by the user through self-service.
Location Assignments
Control which parking lots each team member can access:Multiple Location Assignments
A single user can be assigned to multiple locations:- Useful for team members who float between lots
- Each location appears in their mobile app picker
- No limit on the number of locations per user
Admins and Owners automatically have access to all locations. Location assignments only affect Team Members.
Ownership Transfer
When to Transfer Ownership
Transfer auction ownership when:- The current owner is leaving the organization
- Restructuring responsibility between team members
- Handing off the auction to a new administrator
Transfer Process
Promote to Admin First
The new owner must be an Admin before receiving ownership. If they’re currently a Team Member, change their role to Admin first.
What Transfers with Ownership
| Aspect | After Transfer |
|---|---|
| Settings Access | New owner gains full settings access |
| Role | Previous owner becomes Admin |
| Data | All data remains unchanged |
| Members | All memberships remain intact |
| Locations | All locations remain unchanged |
After transferring ownership, verify that the new owner can access all settings and that your own role has changed to Admin.
Best Practices
Role Assignment Strategy
Principle of Least Privilege
Principle of Least Privilege
Assign the minimum role necessary for each person’s responsibilities:
- Team Member for field staff who only submit data
- Admin for supervisors who manage day-to-day operations
- Owner reserved for the primary business owner or IT administrator
Limit Admin Count
Limit Admin Count
Keep the number of Admins reasonable:
- 2-3 Admins for most auctions
- More for larger organizations with multiple departments
- Too many Admins can lead to conflicting configurations
Regular Role Reviews
Regular Role Reviews
Periodically review member roles:
- Quarterly reviews recommended
- Remove access for departed employees promptly
- Adjust roles as responsibilities change
User Naming Conventions
Maintain consistency in how users are named:| Practice | Example | Benefit |
|---|---|---|
| Full legal names | ”John Smith” not “Johnny” | Professional and searchable |
| Consistent format | ”First Last” for everyone | Easy to sort and find |
| Work email addresses | user@company.com | Verifiable and secure |
Maintaining User List Hygiene
Keep your member list clean and accurate:Remove Inactive Members
Remove members who haven’t logged in for 90+ days if they’re no longer with your organization
Security Considerations
| Do | Don’t |
|---|---|
| Use work email addresses | Use personal emails |
| Remove access promptly when someone leaves | Leave old accounts active |
| Assign minimum necessary permissions | Give everyone Admin access |
| Review members quarterly | Ignore the member list |
Troubleshooting
Common Issues
Invitation email not received
Invitation email not received
Solutions:
- Check the recipient’s spam/junk folder
- Verify the email address was entered correctly
- Resend the invitation from the Pending Invites tab
- Try using a shareable link instead
User can't see their locations
User can't see their locations
Solutions:
- Verify they’re assigned to the locations in the Members page
- Ask them to refresh their mobile app
- Check that the locations are marked as active
Can't change a member's role
Can't change a member's role
Solutions:
- Verify you have Owner permissions
- You cannot change the Owner’s role (use Transfer Ownership instead)
- Refresh the page and try again
Removed member still has access
Removed member still has access
Solutions:
- Ask them to sign out and sign back in
- Verify the removal completed successfully
- Contact support if the issue persists
User doesn't see pending invites
User doesn't see pending invites
Solutions:
- Verify the invitation was sent to the same email address they registered with
- Confirm the invitation hasn’t expired (invites expire after 7 days)
- Ask them to refresh the page or log out and back in
- Check the Pending Invites tab to confirm the invite is still active
Invite acceptance failed
Invite acceptance failed
Solutions:
- The invitation may have expired - send a new invite
- The user may already be a member - check the Members list
- Try accepting from the notification bell instead of the banner
- Clear browser cache and try again
Email confirmation link doesn't work
Email confirmation link doesn't work
Solutions:
- Links expire after 24 hours - request a new confirmation email
- Ensure the full link was copied (some email clients truncate long URLs)
- Try copying and pasting the link directly into the browser
- Check if the account already exists by trying to login
Next Steps
Location Management
Set up and configure parking lot locations
Submission Types
Configure vehicle categories for lot submissions
Chat Management
Set up and manage chat channels
Jobs Matrix
Assign jobs and abilities to team members