Managing organization members

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The Members tab on your Organization page is the control center for everyone who works in your ContentsPal account. From a single screen you can see who’s on your team, what they can do, whether their phone is online and uploading, and you can manage their roles, permissions and invite new members.

1. Open the Members Tab

From the dashboard, click Organization in the side menu.

The Organization page opens on its Dashboard tab. Click the Members tab at the top to see everyone in your organization.
The left menu under Members also has Live Map, Phone Sync, and Devices (see section 6).

Only Owners and Admins can open the Organization page. Editors and Members work in the mobile app and don’t see this page on the web portal.

2. Read the Members Table

At the top of the tab, switch between Members (everyone who has joined) and Pending (invitations that haven’t been accepted yet). Each shows a count.

Next to them, live counts show how many people are on the app now, how many devices have photos awaiting upload, and how many need an app update. Click any of these to filter the list to just those members.

In the Members view, each row represents one member. Click a column header to sort by it (Actions is not sortable):

Member — the member’s name with their sign-in email underneath (just the email if no name has been set yet). Deactivated members carry a Deactivated badge.
Role — Owner, Admin, Editor, or Member. See section 7 for what each role can do.
App activity — when the member was last active in the mobile app (Active now, a time such as 2 hours ago, or Never signed in), with a live device indicator underneath (see section 5).
Actions — a 3-dot menu with management options.

In the Pending view, the columns are Invited email, Role on join, and Invited (how long ago the invitation was sent).

Use the page-size selector and arrows at the bottom of the table to page through large teams.

3. Search for a Member

Use the Search by name or email… box above the table.
Type any part of an email or display name — the table filters as you type.
Click the ✕ inside the search box to clear it.

Your search, filters, and page position are remembered when you switch tabs and come back, so you don’t lose your place.

4. Filter by Role and Activity

Two dropdowns next to the search box let you narrow the Members view:

Role — show only Owners, Admins, Editors, or Members. Pick All to clear.
Activity — pick On the app now, Awaiting upload, Never signed in, or App not updated to show only those members. Pick All to clear.

Filters stack with the search box, so you can, for example, find every Member who has never signed in and whose email contains “@acme.com”.

Deactivated members are hidden by default. If you have any, a Show deactivated button appears next to the filters to bring them back into the list.

5. Check a Member’s Device Status

Under each member’s app activity, a live indicator shows a snapshot of their mobile app. It updates in real time as their phone reports in.

The colored dot and phone icon tell you the state at a glance:

🟢 Online — app is open and active on the phone.
🔵 Background — app is running in the background.
🟡 Recently active — phone reported in within the last hour.
⚪ Offline — no recent activity.
No data — the member has never opened the mobile app, so no telemetry has been reported yet.

The phone icon is an Apple or Android logo, identifying the platform. If the member has uploads waiting, a number badge appears — its color escalates from a neutral tone for a small queue, to a warning tone as the queue grows, to a critical/destructive tone for a large queue. A low-battery warning also appears when the phone’s battery is low and it isn’t charging, since the device may stop uploading soon.

If a member’s phone is running an old build, a version chip (e.g. v1.2.3) appears next to the platform — a warning tone when they’re behind the latest release, and a critical tone when they’re below the minimum supported version and must update. Hover the chip to see which version they should be on. The count of members needing an update is also summarized above the list and on the organization dashboard, and the Activity filter has an App not updated option to list just those members.

Hover the icon for a quick summary (last seen, device model, OS, app version, connection speed, battery). Click the icon — or choose View device & uploads from the member’s ⋯ menu — to open the full Device Information dialog, which shows:

Last Seen with relative time (e.g. “5 minutes ago”).
Device Information — platform, OS version, device model, app version, battery, and connection speed (an adaptive upload throughput estimate such as Fast, Average, or Slow). Out-of-date apps are flagged with an update prompt.
Last App State — Active, Background, or Inactive.
Location — permission status, address, latitude/longitude, and accuracy (only shown if the user has granted location permission).
Last Job Worked On — the most recent job the member touched.
Upload Queue Status — pending items, rooms, labels, and photos, with failed counts and warnings if the queue is unusually large.

Use this dialog when troubleshooting “my photos aren’t showing up” or “the app feels slow” reports — most issues are visible right here.

6. See the Devices Your Team Signs In On

The Devices section (in the left menu under Members) lists the phones and tablets your team signs into. Because many crews share one device between several people, devices are tracked as hardware rather than per person — a shared tablet stays a single entry no matter who is using it that day.

A device is added automatically the first time somebody signs into the mobile app on it. Only mobile devices appear here; web browser sessions are not listed.

Each row shows:

Device — the name you gave the device, with its model underneath.
OS — platform and operating system version.
App — the app version currently installed.
Last user — who signed in most recently, and how long ago.
Last job — the most recent job worked on from that device.
Last seen — when the device last checked in.

Name your devices. Apple does not share the name a user gave their iPhone or iPad with apps, so iOS devices arrive labelled only by model (for example, several rows all reading iPad). Click the pencil icon on a row to give the device a name your team will recognise, such as Crew Van 2 iPad.

Sign-in history. Click any row to open its history — every sign-in and sign-out recorded on that device, who it was, when, and which job was open at the time. This is the quickest way to answer “who had this tablet on Tuesday?” or to find which device a member’s photos were captured on. History cannot be edited or deleted by anyone, including admins.

Export. Use Export CSV above the table for the full device list, or the export inside the history dialog for one device’s sign-in trail.

Sign-outs that happen while the device is offline are not recorded, because the app loses its credentials before the record can be sent.

7. Roles Explained

ContentsPal has four roles. Pick the one that matches each person’s responsibility:

Owner — has full control of the organization. Every org has exactly one owner. Owner role cannot be changed from this screen — you must transfer ownership first.
Admin — can manage members, jobs, settings, and reports, including deleting, archiving, and locking jobs and turning a job’s public and review links on or off. Treat as a trusted manager.
Editor — can create jobs and edit their details, settings, status, and which teammates they’re shared with, but cannot delete, archive, or lock jobs, turn a job’s public and review links on or off, or manage organization-wide settings or members.
Member — can work in the jobs shared with them or with the whole organization, but cannot create jobs or change job details. Best for field staff using the mobile app.

8. Edit a Member

Click the ⋯ (3-dot) menu in the Actions column for the member you want to update.
Choose Edit member.
In the dialog, you can change:
- Name — only editable when the member’s role is Member. For Admins and Editors, the field is read-only and they update their own name from their profile.
- Role — pick a new role from the dropdown. The Owner role is locked and cannot be selected.
Click Save Changes. A confirmation toast appears and the table updates immediately.

For a pending invitation, open the Pending view and choose Edit role from the ⋯ menu to change the role the person will have when they join.

Owner protection. The Edit member option is disabled on the owner’s row, because ownership must be transferred before the owner’s role can change.

Mobile app settings. For active members with the Member role, the ⋯ menu also has Mobile app settings… so you can manage that person’s mobile app settings. To update several members at once, see section 12.

9. Resend a Pending Invitation

If a teammate didn’t receive their invite or it expired:

Switch to the Pending view and find their row.
Click the ⋯ menu and choose Resend invite.
A confirmation toast confirms the invitation was sent again to the same email.

To cancel an invitation instead, choose Revoke invite.

10. Deactivate or Reactivate a Member

Deactivating is the soft alternative to removing — the member loses access but their history stays attached to your jobs.

Click the ⋯ menu on the member’s row.
Choose Deactivate to disable, or Reactivate to re-enable a previously deactivated member.
A deactivated member gets a Deactivated badge and is hidden from the list unless you click Show deactivated.

Use this when someone goes on extended leave or temporarily shouldn’t have access.

11. Remove a Member

Click the ⋯ menu on the member’s row.
Choose Remove.
The member is removed from your organization and their row disappears from the table.

The owner cannot be removed. The Remove option does not appear in the menu for the owner row.

12. Update Several Members at Once

Tick the checkbox next to each member or invitation you want to update. Tick the checkbox in the header to select every row on the page.
Click Batch Actions and choose an action:
- In the Members view: Change Role, Mobile App Settings, Deactivate, Reactivate, or Remove.
- In the Pending view: Change Role, Resend Invites, or Revoke Invites.
Deactivate, Remove and Revoke Invites ask you to confirm first. A toast shows how many rows were updated.

Click the ✕ next to Batch Actions to clear the selection.

13. Invite More People

To add new members, use the Invite Members button at the top right of the Members tab. See Inviting team members for the full walkthrough.

Key Takeaways

The Members tab is your single view of everyone on the team, including their live device status.
Search and filters let you find anyone quickly and remember your view between visits.
The Devices section tracks the shared phones and tablets themselves, with a sign-in history for each one.
The App activity column and Device Information dialog are powerful troubleshooting tools — most “the app isn’t working” questions can be answered without picking up the phone.
The 3-dot actions menu is where you edit roles, resend invites, deactivate, and remove members. To do the same for many people at once, tick their checkboxes and use Batch Actions.
Owner role is protected — it cannot be changed or removed from this screen, only transferred.