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 and email, their current status, what they signed up to do, their role in any program, the date they joined, and when MentorNeko last emailed them.

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.

| Shown on the roster as | Status | Meaning | Counts Against Seats? | |---|---|---|---| | Not emailed | PROVISIONED | Provisioned and unseated. A returning member may have email history from an earlier membership stint. Can still request a login link themselves. | No | | Invited | INVITED | In the invited stage and has not yet signed in. Check Last Emailed to confirm an accepted delivery. | Yes | | Setup unfinished | ACTIVE | Signed in, but has not finished setting up their profile. | Yes | | Active | ACTIVE | Verified and fully onboarded. | Yes | | Inactive | INACTIVE | Deactivated by an admin. Cannot log in. Reversible. | No | | Banned | BANNED | Blocked. Cannot log in. No import or sync can undo it; only an admin can. | No |

The roster shows the labels in the first column, and you can filter by any of them. Note that Setup unfinished and Active are the same underlying status: the difference is whether the member has completed their profile, which is what decides whether they still need a reminder.

Members shown as Not emailed exist on your roster but have not consumed a seat. This is what makes it practical to import a large roster in advance and invite people in batches when you are ready.

"Not emailed" is a lifecycle label, not a complete delivery history or an access lock. A new Provisioned member has not been contacted, while a returning member may retain email history from an earlier membership stint. Either can request a magic link, become Active, and take up a seat without an admin sending an invitation. So a staged roster is a plan for who you will contact and when, rather than a barrier holding people out. If somebody genuinely must not have access yet, leave them off the roster until you are ready, or set them Inactive.

Invited, Setup unfinished and Active members all count against your seat limit. If you are near capacity, you may need to deactivate departed members before inviting new ones.

There is also a Last Emailed column, which records the last provider-accepted invitation or setup reminder for that member. Unlike the lifecycle label, it is the delivery evidence and the easiest way to reconcile what a bulk send actually did.

Adding a Single Member

To add one person:

1. Click Add Member on the Members page.
2. Enter their Email address and Name. Name is a single field, not separate first and last names.
3. Optionally set a Member ID, which is your own HR or membership system identifier. It is worth setting, because it keeps the person matched to the right record in future imports even if their email address changes.
4. Leave Send email invitation ticked to email them a magic link straight away, or untick it to add them to the roster quietly.
5. Click Send Invitation, or Add to Roster if you unticked the box.

This route bypasses your approved domain restrictions, so it is the right tool for a contractor, a guest mentor, or anyone whose email address is outside your usual domains.

When the member clicks their magic link and verifies, their status moves from Invited to Active and they enter the onboarding wizard.

If your organization has a seat limit, capacity is checked before the invitation is sent. At the limit, the invite fails and the dashboard shows the capacity error. Adding someone to the roster without emailing them does not use a seat.

Inviting People in Bulk

Bulk Invite is a separate action from importing. Importing stages roster records and never emails anyone. Bulk Invite is what actually sends mail and allocates seats. If you have just finished a CSV import, this is your next step.

Click Bulk Invite on the Members page. The dialog offers three audiences, and you choose which ones to send to. Nothing is pre-selected, and nothing sends until you confirm.

| Audience | Who it reaches | Cooldown | Uses a seat? | |---|---|---|---| | Not emailed yet | Provisioned members who need an invitation for their current membership. Sends an invitation. | 24 hours | Yes, one each | | Invited, never signed in | Members in the invited stage who have not signed in. Sends another invitation attempt. | 24 hours | No | | Signed in, setup unfinished | People with an account who did not finish setting it up. Sends a reminder linking back to where they left off. | 7 days | No |

For each audience the dialog shows how many people are eligible and, separately, how many were skipped and why: recently emailed, no seats remaining, or unable to receive mail. You can preview the actual email each audience will receive before sending. If an audience was mailed within the last few days, you are asked to tick an extra confirmation, so a repeat send is always deliberate.

Only the first audience consumes seats, and it is capped at the seats you have left. The other two are re-contacting people who already hold a seat.

Every run is listed under Bulk invite history at the bottom of the Members page: when it started, who started it, which audiences it covered, its status, and how many emails were sent, skipped (with the reason) or failed. Runs started by the MentorNeko support team show as "MentorNeko support".

One important limit. Bulk Invite only lists people who have not finished setting up their profile, because there is nothing left to invite someone to once they have. That is usually what you want, but it has a consequence worth knowing: somebody who completed their profile, was later deactivated, and has now been re-activated will not appear in any of these audiences. Reach those people with Add Member, or just tell them their account is live again.

For staging a roster before any of this, see Importing Members.

Changing Member Status

Status changes are made from the roster itself, not from the member's profile. Open the actions menu at the end of the member's row and choose Set Active, Set Inactive or Ban Member.

Deactivating, banning, and reinstating a banned member all ask you to confirm first. The confirmation names the member and spells out what the change will do to their matches, their circles, and their seat. Reactivating an inactive member applies straight away, since it has no side effects.

You cannot move a member to a status that would exceed your seat limit.

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.

Deactivating somebody is not only a roster change. MentorNeko also ends their active matches, giving each one a termination reason of member deactivated, and cancels or removes them from their mentoring circles. Their partners and any affected circle participants are notified. You do not need to unwind those relationships by hand first, but you should expect the people on the other side of them to hear about it.

Deactivation also happens in bulk when you run a Full Roster Sync, which deactivates members missing from an uploaded file. Because the consequences above apply to every one of them at once, that flow makes you review the affected members by name and confirm before anything is written. Note that a sync only considers the members it currently manages. Someone who has never been in your roster file has to be deactivated here on the Members page instead, and someone you added by hand comes under the sync from the first file that includes them. That can be handed back: setting a member Active from this page (including Reinstate Member) returns them to manual management until another import updates their record. See Importing Members for the full rule.

Banning a Member

A ban is the strongest action available on the roster. Banned members cannot sign in, and no automated process will ever let them back: they are skipped by every CSV import and roster sync, so a later roster file naming them changes nothing. Use it for misconduct or a complete removal from the platform.

Before banning a member, consider:

• Banning ends their active matches and tears down their circle participation automatically, exactly as deactivation does, and the other participants are notified.
• The member's historical data (sessions, goals, survey responses) remains in the system for audit purposes.
• Only a deliberate admin action can undo it, so a ban applied in error is recoverable, but only by a person.

To ban a member, open the actions menu at the end of their row in the roster and select Ban Member. You are asked to confirm, and the confirmation names the member and what the ban will end.

Reinstating a Banned Member

If a ban was applied in error, or the circumstances behind it have been resolved, open the same actions menu and choose Reinstate Member. You will be asked to confirm, because this restores platform access that an admin deliberately revoked. The member can sign in again afterwards.

Their previous matches and circles are not restored. The ban ended those relationships at the time, and reinstating the member does not bring them back.

Reinstate Member is the only way out of a ban. The other status options are switched off for a banned member, so a ban cannot be lifted in passing by setting them inactive first. No import, roster sync, or automated process can lift one either.

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 enter a member's account from the admin side to see exactly what they see in the member portal. It is useful for troubleshooting support requests, diagnosing onboarding issues, or verifying that a member's profile looks correct. It is available for Active members only.

To use it, open the member's profile and click View as Member. Your current tab becomes their session, and a banner across the top reads "Viewing as" with their email address, alongside an Exit Impersonation button. The session lasts one hour, or until you exit it.

This is a real session, not a read-only preview. Anything you do while impersonating is done as that member and is indistinguishable from their own activity: you can edit their profile, post in their match, complete sessions, and trigger the emails those actions send. The banner tells you where you are; it does not restrict what you can do.

Treat it as a look-only tool in practice. Go in, see what you needed to see, and click Exit Impersonation rather than leaving the session open. If a member's data genuinely needs changing, do it from the admin console, where it is attributed to you in the audit log.