AdministeringPeopleHow to

Managing members

Change a member's role, license, permissions, photo, email or groups, remove someone from the organization, and why it always keeps an Owner.

Applies toOwner · Admin

Open in CapitolMath

Owners and Admins change a member's photo, name, email, role, license, groups and permissions from Organization → Members, and remove people who have left. Each row shows the member's photo — or their initials — and when they joined and were last seen, which helps when you review who still needs access.

Changing a role, license or permissions#

Open Organization, go to Members, and select Edit on the person's row.
Change what you need:
- Role — Team member, Admin or Owner: what they can manage in the organization. Only an Owner can make someone an Owner.
- License — Full or Basic: whether they can change the organization's work. Full is available while the plan has a license free; otherwise it's dimmed. An Owner's license is always Full: making someone an Owner gives them one, and needs one free.
- Groups — the organization's groups they're in.
- First name, Last name and Email.
- What they can see and do — open it to see their permissions. Boxes that differ from their role's defaults are highlighted; locked boxes say why. See Roles and licenses.
Select Save. Only what you changed is saved.

Some changes take more than they appear to, so the form says so before you save:

Changing the role or license resets their permissions to the new defaults. You can adjust them again in the same form.
Full to Basic revokes their API keys. Every key they created stops working when you save, and revoked keys can't be restored.
Admin or Owner to Team member takes audit-log access away from any keys they created; a key that could do nothing else is revoked.
A new email address isn't trusted until it's confirmed. CapitolMath emails a link to the new address, and until it's followed the person is inactive in every organization they belong to; their row shows Confirming email. You can only change the address of someone for whom this is their only organization — otherwise only they can change it.

Only an Owner can make someone an Owner, edit an Owner, or change an Admin's permissions. Nobody changes their own permissions. See Roles and licenses for what each allows.

Photos#

Owners and Admins who can manage members can set a member's photo from their form: Upload photo (Change photo once there is one) and Remove photo. A PNG, JPEG or WebP image up to 2 MB, cropped to a circle. It's the member's thumbnail in the members list and wherever people are named. Without one, their initials show.

A photo you set applies in this organization only. The member can replace or remove it from their own profile, and their choice wins. Every change is recorded in the audit log.

Removing a member#

Select Remove from organization in their form, or Delete on their row. The dialog works out what removing them would do before anything happens:

If this is their only organization, their CapitolMath login is permanently deleted, along with their followed bills and preferences. If they belong to other organizations, they're only removed from this one.
Saved views they own are handed on, not deleted. Under Give them to, choose a member with a Full license to receive them; they stay shared exactly as they were. The bills they watch are personal, so their watches go with them.
Tracked bills they own get a new owner with a Full license: you, unless you choose someone else under New owner. Positions, history and shares stay as they are, and the change shows in each bill's history. They stop watching anything here.
Clients they're the account manager of get a new account manager with a Full license, the same person as their tracked bills by default; choose someone else under New account manager. The new account manager joins each client's group, and the tracked bills they owned for a client go to that client's new account manager. A client member is never offered.
Their open tasks go to a new assignee with a Full license, the same person by default; choose someone else under New assignee. Due dates stay as they are, and tasks they completed or canceled stay credited to them. Whoever takes their tracked bills or tasks is told, unless it's you.
Their API keys are revoked. A key acts as the person who created it, so it stops when their membership does; anything using one needs a new key from someone who stays. Each revocation is in the audit log.
Their published widgets, running webhooks and reports act with their access, so nothing keeps running on access they no longer have. Choose to hand them to an Owner, who then owns them, or to pause them: widgets unpublished, webhooks and reports paused.
Their permissions and photo here go with them.

Type their email address to confirm, then select Delete permanently or Remove from organization. They're emailed to let them know.

You can't remove someone who owns saved views or tracked bills, or has open tasks, while nobody else holds a Full license to take them — give someone a license first. And you can't delete yourself from here.

Someone removed outside CapitolMath#

If someone is removed through your sign-in provider rather than here, the tracked bills they owned and their open tasks are handed to one of your organization's Owners overnight. The Owner is told, and the change is in the audit log.

The last Owner#

An organization always keeps at least one Owner. You can't change the only Owner's role or remove them; make someone else an Owner first. The rule exists because only an Owner can make an Owner — an organization with none could never be handed on to anyone.