Workspace Member Management - Members

What is the Members Section of Workspace Member Management?
The Members section of Workspace Member Management is the panel where Workspace Administrators manage every member in the workspace, including approving, banning, and assigning them to communities and groups.

The Workspace Member Management panel allows Workspace Administrators to add or ban members, assign or unassign them to communities, add or remove them from groups, and assign or remove other Workspace Administrators, providing centralized control over workspace membership.

Role Permissions

1. Workspace Administrator: Adds, approves, rejects, bans, and unbans members; assigns or unassigns members to communities and groups; assigns or removes Workspace Administrators and Translation Moderators; changes member status; sends messages, password resets, two-factor authentication resets, and email verification codes; and deletes members.
2. Community Administrator, Campaign Administrator, Moderator: Access to the Workspace Member Management panel

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Sorting

By default, the member list in the Members section is sorted by registration date, with the most recently registered members displayed first. The list can also be sorted by:

1. Member: Sorts member display names alphabetically, in ascending or descending order.
2. Email: Sorts member email addresses alphabetically, in ascending or descending order. Note: Email addresses beginning with uppercase letters are sorted before those beginning with lowercase letters.
3. Registration Date: Sorts members by registration date, in ascending or descending order, displaying the oldest or most recently registered member first.

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Search bar

The search bar includes a set of filters tailored to the workspace's configuration, allowing members to be located quickly. Available filters depend on the workspace's settings and can include groups, member profile fields, and other listed filters. Members can also be located by entering an email address, name, username, or registration date into the search bar.

Help Article on Search commands on Member Management

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Member Selection

Single, multiple, or all members can be selected for bulk action.

• Single/Multiple Selection: Selecting the checkbox beside a member's name selects that member; multiple checkboxes can be selected at once.

• All Member Selection: Selecting one member and then selecting the Select all the members that match this selection link, which appears beside the selected member count, selects every member matching the current view.

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Action tab

The Action tab provides a dropdown of actions that can be taken on selected members. Members are selected first, then an action is chosen from the dropdown.

• Approve Members: Approves the selected members.
• Reject Members: Rejects the selected members. Note: Rows for members with Pending status are shown in Yellow (Light mode) or Dark Yellow (Dark mode). See Color Coding below.
• Add to Community: Opens a pop-up for selecting the communities to assign to the selected members. Note: Only Approved or Active members can be added to a community; Pending members must be approved first.

• Add to Group: Opens a pop-up for selecting one or more groups to assign to the selected members. Note: Attempting to add existing group members to the same group displays an alert message. If no groups have been created, an alert message prompts a group to be created first.

  

   

• Remove from Group: Opens a pop-up for selecting one or more groups to unassign from the selected members.
• Assign as Workspace Administrator: Assigns the selected members as Workspace Administrator. See Exceptions below.
• Remove from Workspace Administrator: Removes the Workspace Administrator role from the selected members.
• Assign as Translation Moderator: Assigns the selected members as Translation Moderator, enabling them to perform translation work.
• Remove from Translation Moderator: Removes the Translation Moderator role from the selected members.
• Change Status: Changes the status of the selected members to Pending, Approved, or Banned.

• Message: Sends a message to the selected members.

• Ban Members: Bans the selected members.
  
  

  

• Unban Members: Removes the ban from the selected members and restores them to Approved status.
• Unsuppress Members: Removes the selected members from the suppression list. Members whose emails have bounced are automatically added to the suppression list and marked as unverified; this option becomes available once the underlying issue is resolved.
• Unlock Members: Unlocks members who have been locked out due to inactivity or repeated incorrect password attempts.
• Send Password Reset: Sends a password reset email to the selected members. See Exceptions below.
• Send Two Factor Authentication Reset: Sends a forced two-factor authentication reset email to the selected members. See Exceptions below.
• Email Verification Code: Sends an email verification code to the selected members. See Exceptions below.
• Delete Member: Deletes the selected members, with the option to delete the member alone or delete the member along with all of their contributions.

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Quick Add tab

The Quick Add tab adds members to the workspace by entering email addresses, one per line. A maximum of 3,000 email addresses can be added at a time.

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Import Tab

The Import tab bulk-uploads members, member statuses, usernames, and roles to the workspace using an Excel sheet. The Import Log records imports in progress.

 

Help Article for Members

Help Article for Member Status
Help Article for Usernames
Help Article for Roles

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Import Log

The Import Log displays system-generated information about each import operation, including:

1. Import Member: The date and time the import member operation occurred.
2. Triggered By: The display name of the Workspace Administrator who performed the import.
3. Total: The total number of members included in the import.
4. Successful: The number of members successfully imported.
5. Already Member: The number of imported members who already existed in the community.
6. Invalid Email: The number of invalid email addresses in the import.
7. Blocked Email Domain: The number of email addresses not imported due to a blocked email domain.

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Member Details

Selecting a member's name opens a side panel displaying that member's details.

Help Article on Member Details Side Panel 

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Color Coding

Members are color-coded according to their member status, with the exact colors varying between light and dark mode:

1. Yellow / Dark Yellow: The member's status is Pending and requires approval.
2. White / Black: The member is Approved and Active.

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Exceptions

1. SSO-Only Workspace: The Send Password Reset and Email Verification Code options are not available when the workspace is configured for SSO only.
2. Two-Factor Authentication Reset: The Send Two Factor Authentication Reset option is available only when two-factor authentication is enabled in the workspace.
3. Workspace Administrator Role Removal: A member assigned as Workspace Administrator is added as a Community Administrator and Community Moderator in every community within the workspace, and cannot be unassigned from those roles unless first unassigned as Workspace Administrator.

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Frequently Asked Questions

Can a Pending member be added to a community before being approved?

No. Only Approved or Active members can be added to a community. A Pending member must be approved first using the Approve Members action.

What happens if an attempt is made to remove a Workspace Administrator from Community Administrator or Community Moderator roles?

The removal cannot be completed while the member still holds the Workspace Administrator role. The Workspace Administrator role must be removed first, after which the Community Administrator and Community Moderator roles can be unassigned.

Why are the Send Password Reset and Email Verification Code options unavailable for some workspaces?

These options are not available when the workspace is configured for SSO only, since authentication in that case is handled outside of IdeaScale.

What happens to a member whose email has bounced?

The member is automatically added to the suppression list and marked as unverified. Once the underlying issue is resolved, the member can be restored using the Unsuppress Members action.

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Related Articles

• Help Article on Search commands on Member Management
• Help Article for Members
• Help Article for Member Status
• Help Article for Usernames
• Help Article for Roles
• Help Article on Member Details Side Panel