Managing Members

The Members section of the admin console is where you manage everyone in your organization. From here you can view your full roster, invite new people, change member status, and handle edge cases like deactivation or a permanent ban.

The Member Roster

The roster lists every member in your organization, regardless of status. By default it shows all members, but you can filter by status to narrow the view. Use the search bar to find a specific member by name or email address.

Each row shows the member's name, email, current status, the date they were added, and their last activity date.

Understanding Member Statuses

Every member has a status that controls what they can do on the platform and whether they count against your seat limit.

| Status | Meaning | Counts Against Seats? | |---|---|---| | PROVISIONED | Imported but not yet invited. Cannot log in. | No | | INVITED | Invitation email sent. Has not yet verified. | Yes | | ACTIVE | Verified and fully onboarded. | Yes | | INACTIVE | Deactivated by an admin. Cannot log in. Reversible. | No | | BANNED | Permanently blocked. Cannot log in. Irreversible. | No |

PROVISIONED members exist in your roster but have not consumed a seat. This is useful for importing a large roster in advance and inviting members in batches as you are ready.

ACTIVE and INVITED members both count against your seat limit. If you are near capacity, you may need to deactivate inactive members before inviting new ones.

Inviting a New Member

To invite a single member:

1. Click Invite Member on the Members page.
2. Enter the member's first name, last name, and email address.
3. Optionally assign an organization member ID (useful for identity resolution in future CSV imports).
4. Click Send Invitation.

The member receives a magic link email. When they click it and verify, their status moves from INVITED to ACTIVE and they enter the onboarding wizard.

If your organization has a seat limit, the system checks capacity before sending the invitation. If you are at your limit, the invite will fail and the dashboard will show the capacity error.

For bulk invitations, use the CSV import tool described in the Importing Members article.

Changing Member Status

To change a member's status, open their profile by clicking their name in the roster, then use the Status menu at the top of the profile page.

The actions available depend on the member's current status. You cannot move a member to a status that would violate the seat limit, and you cannot change a BANNED member's status at all.

Deactivating a Member

Setting a member to INACTIVE removes their ability to log in and frees up their seat. It is the right choice for members who have left the organization or taken an extended leave.

Deactivation is reversible. If the member returns, you can reactivate them (moving them back to ACTIVE) as long as you have an available seat.

When you deactivate a member, any active matches they are part of are not automatically terminated. You will need to handle those matches separately if required.

Banning a Member

A ban is a permanent, irreversible action. BANNED members cannot log in under any circumstances, even if an admin later tries to reactivate them. Use this status for situations involving misconduct or a complete removal from the platform.

Before banning a member, consider:

• All active matches involving the member should be terminated manually.
• The member's historical data (sessions, goals, survey responses) remains in the system for audit purposes.
• You cannot undo a ban. If you later realize a ban was made in error, contact MentorNeko support.

To ban a member, open their profile, expand the Status menu, and select Ban Member. You will be asked to confirm before the action is applied.

Seat Capacity Enforcement

Your organization has a maximum seat count configured during onboarding. The platform enforces this limit when you invite members or when members self-register via Domain Auto enrollment.

You can view your current usage at the top of the dashboard in the capacity widget. If you need to increase your seat limit, contact MentorNeko to update your plan.

View as Member (Support Impersonation)

The View as Member feature lets you open a member's account from the admin side to see exactly what they see in the member portal. This is useful for troubleshooting support requests, diagnosing onboarding issues, or verifying that a member's profile looks correct.

To use it, open a member's profile and click View as Member. A new tab opens showing their member portal view. You are clearly identified as viewing in support mode; your actions in this mode are limited and do not affect the member's notifications or data.