Team Management

Team Management

Overview

Team Management is the central hub for managing your organization's members in Octayne PSA. From here, you can view your entire roster, inspect individual member profiles and metrics, control permissions and roles, invite new members, and remove departing team members. This module is essential for delivery leads, administrators, and anyone responsible for workforce oversight.

Team Management is organized into three sub-sections accessible via the central navigation menu: Members (the default directory), Permissions (role and access control), and Invitations (pending and new invites).

[Screenshot: Team Management landing page showing the Members directory with search bar and member list]

Accessing Team Management

1. Open the Sidebar Navigation on the left side of the screen.
2. Under the Platform group, click Team Management.
3. The Members directory loads by default.

Tip: You can also reach Team Management quickly using the Command Palette. Press Ctrl+K (Windows) or Cmd+K (Mac) and type "Team Management."

Members Directory

Viewing All Organization Members

The Members directory displays every active member of your organization in a list or card view. Each entry shows the member's name, email, role, and practice area at a glance.

[Screenshot: Members directory listing showing member names, roles, and practice areas]

Searching and Filtering Members

Use the Search bar at the top of the Members directory to locate specific members by name or email. You can also apply filters to narrow results:

• Role -- Filter by Admin, Delivery Lead, Finance/Billing, or Member.
• Practice Area -- Filter by any practice area configured in Organization Settings.
• Team -- Filter by team assignment.
• Office Location -- Filter by office location.

1. Click the Filter icon next to the search bar.
2. Select your desired filter criteria from the dropdown menus.
3. The member list updates in real time as filters are applied.

Tip: Combine multiple filters to quickly find, for example, all Delivery Leads in the "Engineering" practice area at the "New York" office.

Member Details

Click on any member in the directory to open their detail view. The detail view contains four tabs: Dashboard, Time Entries, Expenses, and Settings.

Dashboard Tab

The Dashboard tab provides a personal overview for the selected member, including:

• Personal Metrics -- Key performance indicators such as billable hours this period, utilization rate, and revenue attributed.
• Stats -- Summary statistics covering recent activity, hours logged, and project involvement.
• Role -- The member's current role within the organization.
• Practice Area -- The practice area the member belongs to.

[Screenshot: Member Dashboard tab showing personal metrics, utilization gauge, and role information]

Note: The metrics displayed depend on the time period selected. Use the date range picker at the top of the dashboard to adjust the reporting window.

Time Entries Tab

The Time Entries tab shows all time entries submitted by this member.

• Time Entry List -- A chronological list of all entries, including date, project, task, hours, and description.
• Hours Summary -- An aggregate view showing total hours logged, billable vs. non-billable breakdown, and hours by project.

[Screenshot: Member Time Entries tab with list of entries and hours summary panel]

You can filter time entries by date range, project, or billable status using the controls at the top of the tab.

Expenses Tab

The Expenses tab displays all expenses submitted by the member.

• Expense List -- Each expense entry includes the date, category, amount, project, and approval status.
• Expense Summary -- Aggregate totals showing total expenses, breakdown by category, and breakdown by project.

[Screenshot: Member Expenses tab showing expense list and summary totals]

Settings Tab

The Settings tab allows administrators and authorized users to configure member-specific details. The following fields are available:

Office Location

A dropdown populated with locations configured in Organization Settings > Office Locations. Select the member's primary office.

Practice Areas

A dropdown populated with practice areas configured in Organization Settings > Practice Areas. Assign the member to one or more practice areas.

Teams

A dropdown populated with teams configured in Organization Settings > Teams. Assign the member to one or more teams.

Employee Type

Specify whether the member is full-time, part-time, contractor, or another employment classification.

Position

Enter or select the member's job title or position within the organization.

Manager

Select the member's direct manager from the organization roster. This relationship is used for approval workflows and reporting hierarchy.

Hire Date

Set the member's hire date. This is used for tenure calculations and onboarding tracking.

Compensation

Enter compensation details for the member. This information is used in project profitability calculations and cost reporting.

Warning: Compensation data is sensitive. Only users with the Admin role can view and edit this field. Ensure your organization's privacy policies are followed.

[Screenshot: Member Settings tab showing Office Location, Practice Areas, Teams, Employee Type, Position, Manager, Hire Date, and Compensation fields]

Permissions Management

Accessing Permissions

1. Navigate to Team Management from the sidebar.
2. In the central navigation menu at the top, click the Permissions tab.
3. The Permission Matrix loads, displaying all members and their assigned roles.

[Screenshot: Permissions tab showing the permission matrix with members listed on the left and role columns]

Viewing the Permission Matrix

The Permission Matrix is a grid that maps each organization member to their role and shows which permission modules they have access to. Rows represent members; columns represent permission modules.

The permission modules are:

Module	Description
timesheets	Access to view, create, edit, and approve time entries
expenses	Access to view, create, edit, and approve expenses
projects	Access to view, create, and manage projects
invoicing	Access to create, edit, send, and manage invoices
clients	Access to view and manage client records
team_mgmt	Access to Team Management features
settings	Access to Organization Settings
utilization	Access to utilization reports and dashboards

Changing a Member's Role

1. In the Permission Matrix, locate the member whose role you want to change.
2. Click the value in the Role column for that member.
3. A dropdown appears with the available roles.
4. Select the desired role level.
5. Click the X button or click outside the dropdown to confirm and return to the matrix.

[Screenshot: Role dropdown open for a member showing Admin, Delivery Lead, Finance/Billing, and Member options]

Note: Role changes take effect immediately. The member's permissions update across the platform without requiring them to log out.

Available Roles

Role	Description
Admin	Full access to all modules. Can manage members, settings, billing, and permissions. Organization-wide visibility.
Delivery Lead	Can manage projects, approve timesheets and expenses for their team, and view utilization reports. Limited settings access.
Finance/Billing	Focused access to invoicing, billing, expenses, and financial reports. Can manage client billing details.
Member	Standard access. Can submit timesheets and expenses, view assigned projects, and access personal dashboards.

Tip: Start with the most restrictive role (Member) and grant elevated access only as needed. You can always upgrade a role later.

Inviting New Members

Accessing Invitations

1. Navigate to Team Management from the sidebar.
2. In the central navigation menu at the top, click the Invitations tab.
3. The Invitations view loads, showing any pending invitations and the option to send new ones.

[Screenshot: Invitations tab showing pending invitations list and the + Invite Member button]

Sending Invitations

1. Click the + Invite Member button in the top-right corner.
2. In the dialog that appears, enter the new member's email address.
3. Click Send.
4. The invitation is sent via email. The new member will receive a link to join the organization.

Note: The invited member must create an Octayne account (or log in with an existing account) to accept the invitation.

Pending Invitations

The Invitations tab displays all pending invitations with the following details:

• Email -- The email address the invitation was sent to.
• Status -- Whether the invitation is pending, accepted, or expired.
• Date Sent -- When the invitation was originally sent.

Resending Invitations

If an invitation has not been accepted or has expired:

1. Locate the invitation in the pending list.
2. Click the Resend button next to the invitation.
3. A fresh invitation email is sent to the same address.

Tip: Check with the invitee to ensure the email is not landing in their spam or junk folder before resending.

Removing Members

To remove a member from the organization:

1. Navigate to Team Management > Members.
2. Click on the member you wish to remove.
3. In the member detail view, click the Remove Member button (typically located in the Settings tab or via an actions menu).
4. Confirm the removal in the dialog that appears.

Warning: Removing a member is permanent. Their time entries, expenses, and project assignments will be retained for historical reporting, but the member will lose access to the organization immediately. Consider reassigning their active projects and clients before removal.

[Screenshot: Confirmation dialog for removing a member with warning text and Confirm/Cancel buttons]

Transferring Organization Ownership

Organization ownership can be transferred from one Admin to another. This is necessary when the current owner is leaving or when leadership responsibilities change.

1. Ensure the target member already has the Admin role.
2. Navigate to Settings (Organization Settings).
3. Locate the Organization Ownership section.
4. Click Transfer Ownership.
5. Select the new owner from the list of Admins.
6. Confirm the transfer.

Warning: Transferring ownership cannot be undone by the previous owner. The new owner will have full control over the organization, including the ability to remove other Admins.

Troubleshooting

I cannot see the Team Management section in the sidebar

• Verify that your role has the team_mgmt permission. Ask your Admin to check the Permission Matrix.
• Ensure you are logged into the correct organization.

A member did not receive their invitation email

• Check that the email address was entered correctly in the invitation.
• Ask the invitee to check their spam/junk folder.
• Try resending the invitation from the Invitations tab.
• If the issue persists, contact Octayne support.

I changed a member's role but they still see old permissions

• Role changes take effect immediately, but the member may need to refresh their browser.
• If the issue persists, ask the member to log out and log back in.

I cannot edit a member's compensation field

• Only users with the Admin role can view and edit compensation data. Verify your role in the Permission Matrix.

A member was removed but their data is missing from reports

• Removed members' historical data (time entries, expenses) is retained. Check your report filters -- you may need to include "inactive" or "removed" members in the filter criteria.

FAQ

Q: How many members can I add to my organization?

A: The member limit depends on your Octayne subscription plan. Check your plan details in Organization Settings or contact your account manager.

Q: Can a member belong to multiple teams and practice areas?

A: Yes. The Teams and Practice Areas fields in member settings support multiple selections. A member can be assigned to as many teams and practice areas as needed.

Q: What happens to a member's data when they are removed?

A: All historical data -- time entries, expenses, project assignments, and invoices -- is preserved for reporting purposes. The member simply loses access to the organization.

Q: Can I re-invite a member who was previously removed?

A: Yes. Send a new invitation to their email address from the Invitations tab. They will rejoin as a new member and will need their role and settings reconfigured.

Q: What is the difference between a Delivery Lead and an Admin?

A: An Admin has unrestricted access to every module, including organization settings, billing, and permissions management. A Delivery Lead has project and team management capabilities but limited access to organization-wide settings and financial configuration.

Q: Can I bulk-invite multiple members at once?

A: Currently, invitations are sent one at a time. For large onboarding needs, consider using the AI Assistant's Batch Member Addition capability (requires the ENABLE_AI_ASSISTANT feature flag).