Inviting and managing members

Invite staff, assign roles, and manage access.

Written By Campsite

Last updated About 1 month ago

Inviting and managing members

This is the full Campsite administration guide for membership. Use it when you are inviting staff, fixing access, offboarding people, or cleaning up roles after a busy hiring season. All of this happens in Admin → Members at /admin/members on your organisation host {org}.camp-site.co.uk.

What a member is (and is not)

A member is someone who can sign in to your organisation workspace. Members include weekly paid staff, coordinators, managers, HR, finance users, and admins.

A candidate is not a member yet. Candidates apply on the public careers site (/jobs) and use the candidate portal (/jobs/me). They only become workspace members after your hiring and onboarding process creates staff access.

Confusing these two accounts is a common support issue. Internal staff applying for another role should still use the candidate application flow for that vacancy.

What controls what someone can see

Three things decide a member's day-to-day experience:

  1. Role - which product areas appear (HR, Finance, Admin, and so on).
  2. Departments - which broadcast channels and many rota scopes they belong to.
  3. Permission overrides - individual keys stacked on top of the role.

Changing departments has immediate effects on broadcasts and rota visibility. Always confirm with a manager before removing someone mid-rota week.

Before you invite anyone

  1. Create departments and teams first under Admin → Departments.
  2. Decide the least-privilege role for each person.
  3. Confirm work email addresses are correct.
  4. Agree who will approve pending joins if your organisation requires approval.
  5. For large intakes, invite a pilot group of five and verify their menus before sending the rest.

Invite step by step

  1. Sign in with invite permission (usually Super Admin or equivalent).
  2. Open Admin → Members.
  3. Select Invite.
  4. Enter one or more emails.
  5. Choose the starting role.
  6. Assign only the departments they need.
  7. Send the branded invite.

The recipient sets a password from the email. If nothing arrives, check spam, spelling, and use Resend invite.

Member states you will manage

Pending

Invited or registered but not fully active. Filter the members list to find them. Do not tell people to create a second account while waiting.

Active

Can sign in according to role and organisation status.

Suspended

Blocked from normal use. Use for leavers or temporary lockouts. Reactivate only deliberately.

Editing a member after they join

Open the member to:

  • Change role
  • Change departments
  • Suspend or reactivate
  • Resend invite
  • Open the linked HR profile
  • Edit the Permissions tab overrides

Role changes apply on the next page load. Ask the person to refresh or sign out and back in if menus look wrong.

Permission overrides without creating chaos

Overrides are powerful and easy to forget.

Do: create a named custom role when many people need the same exception.

Do: write a short note in your internal admin runbook explaining why an override exists.

Do not: pile one-off keys onto people forever.

Do not: grant finance or billing keys casually.

Pending registration approval queues

If joins require review, use /pending-approvals or /admin/pending. Approve, reject, or assign a role. Mobile Pending approvals may be available for eligible reviewers.

Bulk approve exists for some admin member flows. Use it only when you have verified the cohort.

Worked example: new department manager

  1. Confirm the department and channels exist.
  2. Invite as Manager with that department only.
  3. After join, confirm Schedule and swaps and leave approvals work.
  4. If hiring requests are required, add a documented custom role or override.
  5. Help them enable mobile push in notification settings.

Worked example: offboarding

  1. Confirm last working day with HR.
  2. Suspend on or before that day per policy.
  3. Review department memberships and verifier/discount rights.
  4. Confirm HR offboarding archived documents and revoked related access.
  5. Check the person no longer appears in active approval routing.

Troubleshooting matrix

SymptomLikely causeFix
Invite missingSpam/typoResend, fix email
Signed in, empty appWrong role/host/pendingCheck Members + URL
Wrong broadcastsWrong departmentFix membership
Still has access after leavingNot suspendedSuspend + HR offboarding
Two accountsSecond invite emailStop; clean up with support if needed

Security habits

  • Named accounts only
  • No shared Super Admin logins
  • Quarterly review of billing/finance permission holders
  • Capture role, departments, overrides, and URL before changing a reported permissions bug
  • Product docs: https://camp-site.co.uk/docs
  • Help centre: https://campsite.featurebase.app/help
  • Feature roadmap: https://campsite.featurebase.app/roadmap
  • Email: support@camp-site.co.uk