Add team members to your organization
Add team members to your organization
upcoach has seven roles. Three apply across your whole organization, four apply to one program at a time. You invite everyone — admins, facilitators, sponsors, and participants — through the same flow.
If this is your first time picking a role, read Understand roles and permissions first.
Before you begin
- You need the manage users permission. Owners, Admins, Implementation Admins, and Program Admins (for their own programs) can invite.
- You should have your plan’s seat usage in mind if you’re inviting seat-consuming roles. See Seats and billing for team roles.
Invite team members
- Open Admin Area > Users from the sidebar
- Click Invite Users at the top
- Paste email addresses into the Emails field — separate with commas, spaces, or new lines (up to 20 at a time)
- Pick a Role:
| Role | When to use it |
|---|---|
| Owner | Co-founders or anyone who needs billing and Stripe access. Only Owners can assign Owner. |
| Admin | Team members who run the whole organization. Full access except billing and Stripe. |
| Implementation Admin | Temporary external help (upcoach staff, implementation partners). Email must match an allowed domain. Shows a Duration picker. |
| Program Admin | The person responsible for one specific program. Requires picking which programs. |
| Program Facilitator | Runs day-to-day delivery for one or more programs. Requires picking which programs. |
| Program Sponsor | Read-only observer for one or more programs. Requires picking which programs. |
| Participant | The learner role. Optionally add to programs at invite time. |
- If you picked a space-level role (Program Admin, Facilitator, or Sponsor), pick the Spaces you’re assigning the role in. At least one program is required.
- If you picked Implementation Admin, pick a Duration (1 month, 2 months, 3 months, 6 months, or Forever).
- For Participants, you can also pick Spaces to add them to right away — they’ll skip payment for paid programs added this way.
- Customize the Invitation Message if you want (a default is pre-filled).
- Click Send Invitations.
Each person gets an email invitation. Until they accept, their status shows as Pending in the Users list.
Seat limits and batch invites
The whole batch is checked against your seat limit before any invites are sent. If even one invite in the batch would push you over your seat count, the entire batch is rejected with a message:
No seats available. Upgrade your plan or free a seat before sending these invites.
Participants and Implementation Admins don’t use seats, so batches of those go through regardless of seat usage. See Seats and billing for team roles.
Implementation Admin must be enabled
Implementation Admin only appears in the role dropdown if it’s enabled in Admin Area > Brand & Settings. See The Implementation Admin role for how to turn it on and what the domain allowlist does.
Manage your users list
The Users page shows everyone in your organization. Each row displays the user’s name, email, role, timezone, join date, and last active date.
Filter and search
- Search — Filter by name or email
- Status — Active, Inactive, or All
- Role — All seven roles are individually filterable
- Invite Status — Accepted, Pending, or All
- Joined In — Filter by time period (last week, last month, by year)
- Sort — By name, last active, or join date
Resend invitations
For users with a pending invitation, open the row’s three-dot menu and select Resend Invitation. You can also click Resend All Invitations to re-send to every pending user at once.
Change someone’s role
To change a user’s role, find them in the Users list, open their row menu, and select Edit Role. The same role rules apply: space-level roles require selecting programs; Implementation Admin requires an allowed domain and a duration.
If a role change would push you over your seat limit, the change is blocked with the same message you’d see at invite time.
Activate and deactivate
Deactivating a user revokes their access without deleting them. Their data is preserved and any seat they were using is freed. You can reactivate them later (subject to seat availability).
The last Owner cannot be deactivated — there must always be at least one person who can manage billing.
Select multiple users with the checkboxes, then use the bulk action bar to activate or deactivate in batches.
Seat counter
The footer of the Users table shows [X] / [Y] seats used. When you’re at or over your limit, the counter turns into a warning with an upgrade link.
Export
Click the Export button to download your user list as a spreadsheet.