> For the complete documentation index, see [llms.txt](https://help.fielddoc.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.fielddoc.org/manage-your-organization/members.md). # Members ## Members Members are the people who have access to work in your FieldDoc Workspace. Membership allows organizations to give staff, partners, and other collaborators access to the records and tools they need to manage conservation and restoration work. Members may receive access because they belong to the Organization associated with the Workspace or because they have been added directly to a Workspace. ### Types of members There are two common ways someone can have access to a Workspace: * **Organization members** are users who belong to the Organization that manages the Workspace. Organization membership provides access based on the Organization's configuration and the user's permissions. * **Workspace members** are users who have been given access to a specific Workspace. This is useful when someone outside your Organization needs to work directly with records in that Workspace. For example, an Organization might add a technical service provider to a Workspace so they can help create, organize, or update Activities without making that person a member of the Organization. ### Membership and record access Adding someone as a member is different from sharing an individual record. A member has access to the Workspace and can work with records available there according to their permissions. Sharing, by contrast, can give another user access to selected records without giving them general access to the Workspace. This distinction is useful when deciding how much access someone needs: * Use **membership** when someone needs ongoing access to a Workspace and its records. * Use **sharing** when someone only needs access to specific Activities, folders, or other records. * Use a **Pact** when Activities need to be shared with an external Program for a defined purpose, such as funding, review, or reporting. ### Add a member to a Workspace Add members when someone needs ongoing access to work within a Workspace. \[Confirm current navigation and who has permission to add Workspace members.] To add a member: 1. Open the Workspace Settings where you want to provide access. 2. Open **Members** tab. 3. Select **Invite member** button. 4. Enter the user's email address. 5. Review the access level that you are providing. 6. Select **Send invitation**. The person you add must use their own FieldDoc account. FieldDoc accounts can not be shared between users. ### View Workspace members Review your Workspace members periodically so you know who has access to your organization's records. To view members: 1. Open the Workspace settings. 2. Open **Members** tab. 3. Review the list of users with access. The member list can help you identify staff, external collaborators, and other users who can work within the Workspace. ### Remove a member Remove or update a user's access when they no longer need to work in the Workspace. \[Confirm whether removing a Workspace member affects Organization membership or only the selected Workspace.] Removing a user does not necessarily remove records they previously created on behalf of the Organization. Organization records remain part of the Organization's portfolio unless they are otherwise managed through FieldDoc. ### Members and collaborators Membership and collaboration provide different levels of access. A Workspace member is given access to work within a Workspace. A collaborator may instead receive access only to particular records or areas that have been shared with them. When deciding which approach to use, consider what the person actually needs to do. A consultant helping manage an entire collection of Activities may need Workspace access, while a partner reviewing a small set of records may only need those records shared with them. ### Manage membership carefully Workspace access can expose users to records beyond the individual Activity they are currently working on. Before adding someone, make sure they should have access to the Workspace and the records it contains. Organizations should also review membership when: * A staff member leaves the Organization. * A consultant or technical service provider completes their work. * A collaborator's responsibilities change. * Someone appears to have access to the wrong Organization or Workspace. If membership or record ownership appears incorrect and cannot be resolved through the available Workspace controls, contact FieldDoc support. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.fielddoc.org/manage-your-organization/members.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. 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