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Managing Team Members

This guide explains how to invite team members, manage invitations, and update each team member's access in Atlas.

Viewing Your Team​

Go to Team Management > Team Members. Two tabs control who is listed:

  • This Branch — Team members on the branch you are working in
  • All Branches — Team members across every branch in your practice. Available to Owners and Admins.

Each team member is listed with:

ColumnWhat it shows
Name and EmailWho the team member is
Portal RoleTheir branch role: Owner, Admin, or Member
MFAWhether they have two-factor authentication turned on
Parent AccessTheir parent role, such as Super Admin or Parent Billing, if they have one
BranchesHow many branches they belong to
Client AccessHow many client accounts they can access
JoinedWhen they joined your practice

Use the icons above the list to search, filter, refresh, or download the list. Select a team member to open their page.

Inviting a Team Member​

Team management is branch-based. Before you start, use the branch selector at the top left of the Atlas menu to select the branch you want to invite someone to.

The invitation has three stages: Who, Access, and Role.

  1. Go to Team Management > Team Members
  2. Select Invite Team Member
  3. Who — Enter the team member's name and email address
  4. Access — Select Single branch for access to the branch you are working in only, or All branches for oversight across every branch, for executives or multi-office managers
  5. Role — Select their roles, as described below
  6. Optional: Add a personal message
  7. Check the summary, then select Send Invitation

Roles for a Single Branch​

Select their branch role: Owner, Admin, or Member. You can also expand Extra permissions to grant additional permissions.

Roles for All Branches​

  1. Under Organisation role, select:
    • Super Admin — Complete control over all branches
    • Parent Billing — Consolidated billing oversight only
    • Viewer — Read-only access to all branches
  2. Under Role in their first branch, select Owner, Admin, or Member

The organisation role applies across every branch. The branch role is the role they also hold inside their first branch.

Extra permissions are granted on top of the selected role when the team member accepts. You can only grant permissions you hold yourself, and only an Owner can grant permissions marked Owner only. See Roles and Permissions for the full list.

Managing Invitations​

Invitations are valid for seven days. To view them, go to Team Management > Team Invitations. Invitations are sorted into three tabs, each with a count:

  • Pending — Invitations that haven't been accepted yet
  • Accepted — Invitations that team members have accepted
  • Expired — Invitations that ran out before they were accepted

Each invitation shows the email and name of the person invited, their role and branch, its status, who sent it, when it was sent, and when it expires.

To manage a pending invitation, select the three dots at the end of its row, then select:

  • Copy Link — Copy the invitation link to share another way
  • Resend Invitation — Send the invitation email again
  • Cancel Invitation — Withdraw the invitation

You can also send a new invitation from this page with Invite Team Member.

Updating a Team Member's Access​

Go to Team Management > Team Members and select a team member to open their panel.

Summary​

The summary shows how many branches the team member belongs to, how many clients they can access, and when they were last active.

Client Access​

This section lists the clients the team member can access, with their access level on each. To change their access to a client:

  1. Select the client to open the client page
  2. In Accountant Access, select the three dots next to the team member, then select Edit Permissions
  3. Select a Permission Level, and select Set as Primary Accountant if they should be the client's main contact
  4. Select Update Permissions

To remove their access to the client, select Revoke Access instead. See Client Access Levels for what each level allows.

Branch Access​

This section lists every branch the team member belongs to, with their role on each.

  • To add them to another branch, select Add to Branch
  • To change their role on a branch, select the three dots next to the branch, then select Change Role
  • To customise their permissions on a branch, select the three dots next to the branch, then select Permissions. See Roles and Permissions.
  • To remove them from a branch, select the three dots next to the branch, then select Remove from Branch

Team members must belong to at least one branch, so Remove from Branch isn't available for their only branch.

A Super Admin has full access to every branch, whatever role they have on it. A Super Admin can't remove themselves from a branch where they are an Owner.

Parent Roles​

From the team member panel, you can grant, change, or revoke a parent role: Super Admin, Parent Billing, or Viewer. A team member with no parent role only has access to the branches they are assigned to.

Only an Owner can grant, update, or revoke parent roles.

Security​

The security section shows the team member's last sign-in date and IP address.

If a team member has lost access to their authenticator app, you can reset their MFA from this section. You need the Reset MFA permission to do this. To manage your own MFA, go to Security in your settings. See Atlas Settings.

Common Issues​

A team member can't perform an action

Atlas shows action buttons even when you don't have permission to use them. Hover over the button to see a tooltip explaining which permission is needed. Then update the team member's role or permissions on that branch.

An invitation expired before the team member accepted it

Invitations are valid for seven days. Go to Team Invitations, find the expired invitation, and resend it. You can also cancel it and send a new invitation.

I can't reset a team member's MFA

You need the Reset MFA permission. If you don't have it, ask a branch Owner or a Super Admin. You cannot reset your own MFA from the team member panel. Ask another team member with the Reset MFA permission.