Managing Members and Roles

Effective team management in Bigmind involves understanding roles, permissions, and how to maintain your organization's security while enabling productivity. This guide covers everything you need to know about managing your team.

Accessing Member Management

Organization owners and administrators can manage team members through:

  • Navigate to Settings
  • Go to Company > Team Members
  • View all current members, pending invitations, and role assignments

Understanding Roles and Permissions

Bigmind uses a role-based access control system with four main roles:

Owner

The highest level of access with complete control over the organization:

  • All Administrative Access: Can access and modify all Settings
  • Financial Control: Manage billing, subscriptions, and payment methods
  • Member Management: Invite, remove, and change roles for any member
  • Data Management: Configure integrations, export settings, and data sources
  • Organization Control: Can delete or transfer ownership of the organization
  • Security: Cannot be removed by other members

Administrator

Broad administrative access with some restrictions:

  • Settings Access: Can configure most Settings and features
  • Team Management: Can invite members and assign roles (except Owner)
  • Integration Management: Set up and manage CRM, communication, and other integrations
  • Content Management: Manage playbooks, templates, and enablement materials
  • Analytics Access: View and configure reports and dashboards
  • Restrictions: Cannot access billing or delete the organization

Manager

Team leadership role focused on performance management:

  • Team Analytics: View performance metrics and reports for their team
  • Coaching Tools: Access scorecards, coaching features, and performance tracking
  • Meeting Oversight: Review team meetings and conversation analysis
  • Goal Management: Set and track targets for team members
  • Limited Admin: Cannot change Settings or manage other teams

Member

Standard user access for individual contributors:

  • Core Features: Record, analyze, and review their own meetings
  • Content Access: View shared playbooks, templates, and training materials
  • Personal Analytics: Access their own performance metrics and insights
  • Collaboration: Share and comment on meetings within their access level
  • Limited Scope: Cannot access Settings or other members' data

Managing Existing Members

Viewing Member Information

In the Team Members section, you can see:

  • Member List: All active members with their names, emails, and roles
  • Status Indicators: Active, inactive, or pending invitation status
  • Last Activity: When each member last accessed Bigmind
  • Join Date: When each member joined the organization

Changing Member Roles

To modify a member's role:

  1. Find the member in the team list
  2. Click on their current role or the settings icon
  3. Select the new role from the dropdown
  4. Confirm the change
  5. The member will be notified of the role change

Removing Members

To remove someone from your organization:

  1. Click the menu icon next to the member's name
  2. Select "Remove from Organization"
  3. Confirm the removal
  4. The member will lose access immediately
  5. Their data and meeting recordings remain in the organization

Advanced Permission Management

Custom Permissions

Beyond standard roles, you can configure granular permissions:

  • Feature Access: Control which features each role can access
  • Data Visibility: Restrict access to specific teams or departments
  • Integration Permissions: Control who can modify integrations
  • Export Rights: Manage who can export organization data

Team Hierarchies

Organize members into teams with hierarchical access:

  • Department Structure: Create teams based on your company structure
  • Manager Assignment: Assign managers to oversee specific teams
  • Cross-Team Access: Configure access across team boundaries
  • Reporting Lines: Set up proper reporting and visibility structures

Security and Compliance

Access Reviews

Regularly review and audit member access:

  • Quarterly Reviews: Check if roles and permissions are still appropriate
  • Activity Monitoring: Review member activity and access patterns
  • Offboarding: Ensure departing employees are removed promptly
  • Role Changes: Update permissions when employees change positions

Security Features

  • Session Management: Force logout for security breaches
  • Login Monitoring: Track login attempts and locations
  • Data Access Logs: Monitor who accesses sensitive information
  • Permission Changes: Log all role and permission modifications

Best Practices

Role Assignment Strategy

  • Principle of Least Privilege: Give users the minimum access needed for their role
  • Regular Reviews: Periodically assess if roles need updating
  • Clear Ownership: Have at least two Owners to prevent lockouts
  • Documented Policies: Maintain clear policies about who gets what access

Onboarding and Offboarding

  • Structured Onboarding: Have a checklist for new member setup
  • Progressive Access: Start with basic permissions and expand as needed
  • Training Requirements: Ensure members understand their permissions
  • Clean Offboarding: Remove access immediately when someone leaves

Troubleshooting Common Issues

Permission Problems

  • Access Denied: Check if the user's role includes the necessary permissions
  • Missing Features: Verify the feature is enabled for their role
  • Data Visibility: Confirm team and department access settings

Role Changes Not Taking Effect

  • Ask the user to log out and log back in
  • Check if there are any cached permissions
  • Verify the role change was saved properly

Multiple Organizations

  • Users can be members of multiple organizations with different roles
  • Each organization manages its own member list independently
  • Users switch between organizations from their dashboard