Members

Members is where you decide who is in your workspace, what kind of account each person has, and which experts they can reach. Everyone you add takes up one seat on your plan.

Open it from Members under Access in the PEOPLE section of the sidebar. Anyone with an admin account can open the page and see who is in the workspace. Changing things (adding, removing, moving people between account types, setting expert access) needs the Manage members permission, which the owner always has. See Account types for how permissions are given out.

Seats

The Seats card at the top shows how many seats you have used out of the total your plan includes, or Unlimited if your plan has no cap. Underneath it counts your admins and your other members.

A person who has been invited but has not signed up yet already holds a seat. When every seat is taken, the Add member button turns grey and its tooltip says so. Remove someone, or move to a larger plan, to free a seat. See Plans.

Adding people

Click Add member, or choose Add member under Members in the sidebar. The page is called Add members and works as three columns joined by lines: Email addresses, Account type and Expert access.

1. Type an email address in the first column. Press Enter, or click Add another, for the next one. You can also paste a whole list. Addresses separated by spaces, commas, semicolons or new lines each get their own box.
2. Every address starts out joined to the User account type. To give someone a different type, drag from the dot at the right edge of their address to the type you want, or click one dot and then the other. Click a line to cut it and put the person back on User.
3. To limit which experts a type can reach, draw lines from that type to the experts in the third column. A type with no lines reaches every expert. Admin types always reach every expert, so a line from one is refused with the note that it would write nothing.
4. Check the What will happen box. It lists, for each account type, who will join as that type and which experts they will reach.
5. Leave Send an invitation email ticked if you want the people to be emailed now (with several addresses it reads Send invitation emails to all and the number), then click Add members.

The page warns you about problems before you submit. An address that does not look like an email is marked, an address that is already a member shows Already a member of this workspace, one that is already invited shows Already invited with a note that they have not joined yet, and a repeated address shows Already on the list. A line under the list sums up the most urgent problem, for example how many addresses do not look like emails, or how many are already in your workspace. If you add more people than you have seats left, it tells you how many too many. The Seats card on this page shows how many seats the new people would use.

Pasting a team list often brings in people who are already here. When that happens an amber button appears under the list, Remove it for one address or Remove all followed by the number for several. It takes just those addresses off the list, so you do not have to delete them one by one. Above the three columns, the link What each account type can do opens Account types.

The invitation email

The email is titled Activate your (company name) account on Aimy. It has one button, Activate my account & set password. The link is tied to that email address and can be used once. Opening it confirms the address, so the person only enters their name and chooses a password. The password needs at least 8 characters, with a number and a symbol.

If you left the email box unticked, or someone lost the message, use Send Invite on their row to send it again. That button only appears for people who have not signed up yet.

Reading the list

Each row is one person. The columns are:

The panel on the left narrows the list. Status offers All, Registered and Invited. Teams lists Everyone, each of your teams and, once you have teams, In no team. The search box finds people by email or name.

Click anywhere on a row to open a summary of that person: account type, phone, status, when they were invited and when they joined, and their teams.

Edit mode

The page opens for reading. Click Edit to bring back the tick boxes, the bulk bar and the row buttons. The button changes to Done. Out of edit mode, the three dots at the end of a row open the same actions in a small menu.

Moving someone to another account type

Use the drop down in the Account type column. A few rules protect your workspace:

• The owner's row is fixed. Nobody can change the owner's account type or remove them.
• You cannot change your own account type. Ask another admin.
• Only the owner can change another admin's account type or remove another admin. If your workspace has no owner on record, see the note below.
• You cannot take admin access away from your only admin. Make someone else an admin first.

Which types appear, and what each one allows, is covered in Account types. You can also move people from Manage accounts.

Choosing which experts someone can use

In the Expert Access column, click the button on a person's row. A list opens with a tick for All experts and one for each expert. The button then reads All experts, the name of the one expert you ticked, or the number of experts.

Leaving every box unticked means the person reaches every expert. Ticking none is not a way to block someone from everything. To keep a person away from the experts altogether, remove them.

Expert access decides which experts a person can talk to. It does not decide which documents those experts answer from. That is what teams do, covered in Teams and roles.

Teams

If you have teams, each member's row shows their teams as small tags. Click the cross on a tag to take the person out of that team. Click + Team to open Teams for (name) and tick the teams, and the roles inside them, that the person should have. The Manage link above the team list goes to Teams & Roles. While you have no teams, the side panel says so and shows a Create a team button that opens the same page.

Putting people into teams needs the Professional plan. Taking people out of teams works on every plan, so you can always offboard someone.

Handing over ownership

The workspace owner has a Make owner button on the row of every other registered admin. It opens Transfer ownership. The person you choose becomes the owner. You stay an admin, but only the new owner can transfer ownership back. The person must have finished signing up and must already be an admin.

A workspace with no owner

Now and then a workspace has no owner on record, for example when it was set up by support or the owner's account was deleted. Members then shows a banner, This company has no recorded owner. Until an owner is set, every admin can change or remove every other admin, including each other, and removing someone who has signed up is refused, because their work would have nowhere to go. Withdrawing an invitation that was never accepted still works. Contact support to have an owner assigned. That also protects the owner's access once it is set.

Removing someone

Click Remove on the person's row (in edit mode, or from the three dots menu). A box titled Remove User asks you to confirm. To remove several people at once, switch on Edit, tick the rows and click Remove selected.

Removal is recorded in Audit logs.

What a member can see

People on the User account type do not get the admin area. They use the chat, and talk to the experts you gave them. If you have set up teams, a document you have restricted to a team is used only for answers to that team's members. A member can also suggest knowledge from the chat when their account type allows it, and an admin approves it first. See Chatting with an expert and Suggestions.

What experts remember about a person

Experts can keep a few facts about the people they talk to, so they do not have to ask again. This used to be its own Memory page. It now lives on Members, and an old Memory link takes you here.

When an expert holds facts about someone, their summary panel shows a Memory line with the number of facts and a Read button. Read opens the list. Each fact is marked They said or Worked out, with the date it was last updated. The Clear button erases everything remembered about that person, after a confirmation. It cannot be undone. Use the Members link at the top to go back to the list.

Both reading and clearing need the Read and clear what experts remember permission, and reading is recorded in Audit logs. The owner always has this permission. Other admins only have it if the owner has ticked it for their account type.