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 three 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 |
| 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:1
Navigate to Members
Click Members in the sidebar navigation
2
View Member List
See all current members with their name, email, role, and join date
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:1
Open Invite Dialog
Click the Invite Member button on the Members page
2
Enter Email Address
Type the email address of the person you want to invite
3
Select Role
Choose the appropriate role:
- Admin - For managers who need to manage users and locations
- Team Member - For staff who will submit data
4
Send Invitation
Click Send Invite to send the email
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:1
Open Invite Link Generator
Click Generate Link in the Invite Member dialog
2
Configure Link Settings
Select the default role for anyone who uses this link
3
Copy and Share
Copy the generated link and share it with your team
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 |
1
View Pending Invites
Click the Pending Invites tab on the Members page
2
Take Action
For each pending invite, you can:
- Click Resend to send the email again
- Click Revoke to cancel the invitation
Changing Member Roles
Adjust a member’s role as their responsibilities change:1
Select Member
Click on the member whose role you want to change
2
Open Role Dropdown
Click the Change Role button or the role badge
3
Select New Role
Choose the new role from the dropdown:
- Admin - Grants user and location management access
- Team Member - Limits to data submission for assigned locations
4
Confirm Change
Click Save to apply the new role
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 | Team Member |
|---|---|---|---|
| View all data | ✓ | ✓ | ✓ |
| Submit lot counts & inspections | ✓ | ✓ | ✓ |
| Export data | ✓ | ✓ | ✓ |
| Invite new members | ✓ | ✓ | ✗ |
| Change member roles | ✓ | Limited | ✗ |
| Remove members | ✓ | ✓ | ✗ |
| Manage locations | ✓ | ✓ | ✗ |
| Configure submission types | ✓ | ✓ | ✗ |
| Manage chat channels | ✓ | ✓ | ✗ |
| Auction settings (branding) | ✓ | ✗ | ✗ |
| Transfer ownership | ✓ | ✗ | ✗ |
| Delete auction | ✓ | ✗ | ✗ |
Removing Members
Remove a member when they leave your organization or no longer need access:1
Select Member
Find the member you want to remove in the Members list
2
Open Remove Dialog
Click the Remove button or menu option
3
Confirm Removal
Review the confirmation message and click Remove Member
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 |
| Problem 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.
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:1
Select Member
Click on a member in the Members list
2
View Assigned Locations
See their current location assignments
3
Modify Assignments
Add or remove locations as needed
4
Save Changes
Click Save to apply the new assignments
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
1
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.
2
Open Transfer Dialog
Go to Settings > Auction Settings and click Transfer Ownership
3
Select New Owner
Choose the Admin who will become the new Owner
4
Confirm Transfer
Review the changes and confirm the transfer
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 | [email protected] | Verifiable and secure |
Maintaining User List Hygiene
Keep your member list clean and accurate:1
Remove Inactive Members
Remove members who haven’t logged in for 90+ days if they’re no longer with your organization
2
Update Roles
Adjust roles when job responsibilities change
3
Verify Location Assignments
Ensure Team Members have correct location access
4
Check Pending Invites
Revoke old invitations that were never accepted
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
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
Settings
Configure auction-wide settings