Members & Seats

The Members page is where you manage who has access to your team account. You can invite new members, assign roles, track seat usage, and control member access.

Accessing Members

1. Go to Settings > Members

Seats

Every subscription plan includes a set number of seats. Each seat represents one team member who can sign in and use the account. Pending invitations also count toward your seat limit.

The seat usage counter at the top of the Account Members page shows how many seats are in use versus your total. For example, "3 of 5 seats used" means you have 2 seats available for new members or invitations.

Note: NowRep support accounts (if any are assigned to your account) do not count toward your seat limit.

Inviting Members

Owners and Admins can invite new members.

1. Go to Settings > Members
2. Click Invite Members
3. Enter the team member's email address
4. Select a role (the roles available depend on your own role — see Who Can Manage Whom)
5. Click Send Invites

The invitee receives an email with a link to join your team. If they do not already have a NowRep account, they will be prompted to create one.

When You Cannot Invite

The Invite Members button is disabled or replaced with a message in these situations:

To add more seats, visit the Billing Portal and increase the seat quantity on your subscription.

Pending Invitations

Invitations that have been sent but not yet accepted appear in the Pending Invites section below the member list. From here, Owners and Admins can:

• Renew an invitation — extends the expiration if the original link expired
• Delete an invitation — cancels it before it is accepted

Roles and Permissions

Each team member is assigned a role that determines what they can see and do. NowRep has five system roles plus the ability to create custom roles.

For full details on what each role can do, permission tables, and how to create custom roles, see Roles & Permissions.

Primary Owner

One team member is designated as the Primary Owner. This is typically the person who created the account. The primary owner:

• Has full Owner permissions
• Cannot be removed or deactivated by other members
• Is the only person who can transfer ownership
• Is the only person who can change the account name

Multiple team members can hold the Owner role (co-owners), but only one is the Primary Owner.

Transferring Ownership

The primary owner can transfer ownership to another team member:

1. Open the actions menu (three dots) next to the member's name
2. Select Transfer Ownership
3. Type TRANSFER to confirm
4. Click the confirmation button

After the transfer, the previous owner retains the Owner role but is no longer the primary owner.

Important: Ownership transfer is immediate and cannot be undone without the new owner's cooperation. Only transfer ownership to someone you trust.

Managing Members

Owners and Admins can perform actions on team members from the member list. The actions available depend on your role and the target member's role — you can only manage members with a lower role than your own. Click the three-dot menu next to any member to see available actions.

Update Role

Change a member's role. The roles you can assign depend on your own role (see Who Can Manage Whom).

1. Click the three-dot menu next to the member
2. Select Update Role
3. Choose the new role
4. Click Update Role

Update Title

Set a job title for a team member (for example, "Senior Agent" or "Booking Assistant"). This title appears in email communications sent on behalf of the team.

1. Click the three-dot menu next to the member
2. Select Update Title
3. Enter the title
4. Click Update Title

Remove Member

Permanently remove a member from the team. This deletes their membership record and frees up a seat.

1. Click the three-dot menu next to the member
2. Select Remove from Account
3. Confirm the removal

Note: Removing a member is permanent. If you might want to restore their access later, consider deactivating them instead.

Deactivating and Reactivating Members

If you need to temporarily suspend a member's access — for example, when reducing seats or when someone is on extended leave — you can deactivate them instead of removing them.

Deactivating a Member

1. Click the three-dot menu next to the member
2. Select Deactivate Member
3. Confirm the action

When a member is deactivated:

• They immediately lose access to the team account
• The team disappears from their account switcher
• Their activity history and data attribution are preserved
• They receive an email notification explaining that their access has been suspended
• Their personal NowRep account and any other team memberships are unaffected

Deactivated members appear in a separate Deactivated Members section below the active member list, shown with an orange "Deactivated" badge and reduced opacity.

Important: The primary owner cannot be deactivated. If you need to change who owns the account, use Transfer Ownership first.

Reactivating a Member

To restore a deactivated member's access:

1. Find the member in the Deactivated Members section
2. Click the three-dot menu
3. Select Reactivate Member
4. Confirm the action

Reactivation requires an available seat. If all seats are occupied, you will see a message asking you to add more seats before reactivating.

Seat Downgrades

If you reduce the number of seats on your subscription (for example, from 5 to 3) and your account has more active members than available seats, an over-limit warning banner appears at the top of the account. This banner shows the exact mismatch — for example, "Your account has 5 active members but only 3 seats."

To resolve an over-limit situation:

• Deactivate members you no longer need until the count is within your seat limit
• Add more seats via the Billing Portal to accommodate all active members

Note: When seats are reduced, pending invitations that exceed the new limit may be automatically cancelled to prevent new members from joining beyond the limit.

Searching Members

Use the search box at the top of the member list to filter by name or email. This searches across all active members.

Related Pages

• Roles & Permissions — Full permission tables, custom roles, and role hierarchy
• Subscription & Billing — Manage your plan, payment, and seats
• Account Setup — Initial team setup and configuration
• User Settings — Personal preferences for your own account