Team Management

Invite, manage, and offboard team members from Firm settings → Members. Only Admins and Managers can manage members.

Inviting a team member

1. 1
   Go to Firm settings → Members

   Click Invite. Enter the person's email address, select their permission tier (Admin, Manager, or Contributor), and optionally their job title. Only Admins can invite new Admins.

2. 2
   They receive an invitation email

   The invitation contains a secure link valid for 7 days. Resend the invitation from the pending invites list if they don't receive it or if it expires.

3. 3
   They accept and join

   Clicking the link takes them to a page where they set their name and password. Their session starts immediately after. They are counted toward the seat cap from this point.

Pending invitations

Invitations that have been sent but not yet accepted appear in the Pending invites list. You can resend (generates a new 7-day link) or revoke (cancels the invitation) from this list.

Changing roles and titles

Click Edit on any team member's row to change their permission tier or job title. Managers can change Manager ↔ Contributor. Only Admins can grant or revoke Admin. Changes take effect immediately. The person's current session continues but their next action will reflect the new permissions.

Deactivating a team member

When someone leaves the firm, deactivate their account from the Team page. Deactivated users cannot log in and do not appear in assignment pickers or reports. Their seat is freed immediately. All historical records — task history, review decisions, time logs, audit trail — are preserved exactly as they were.

Reactivate a deactivated account at any time by clicking Reactivate on their row.

Deleting a team member (Admin only)

After deactivation, an Admin can permanently delete a user account. This is irreversible. The person's work history in the audit trail is preserved but attributed to "[Deleted User]" rather than their name. Open tasks assigned to the deleted user are set to Unassigned. Only deactivated users can be deleted — you cannot delete an active account.

Force logout and MFA reset

Admins can force logout a member from Firm settings → Members (ends their sessions immediately). Admins can also reset MFA for a member who lost their authenticator — the member enrolls again on next login. From My profile → Security, any user can end all of their own sessions.

Last Admin and ownership

Beech will not let you deactivate or demote the last remaining Admin. If a firm Owner is set, only that Owner can transfer ownership; if none is set, any Admin can assign an Owner. The ownership target becomes Admin if they were not already.

Seat caps

Your plan includes a maximum number of active seats (active Admin + Manager + Contributor users). If you reach the cap, the invite form will show a message naming your plan and its limit. Deactivating a team member frees their seat immediately.

To add more seats, upgrade your plan from Firm settings → Billing, or contact support.

Before you start

• Confirm you can open the relevant page and that your role has permission to perform the action.
• Identify the project, drawing, or task context before you start so updates are recorded in the right place.

Workflow checks and quality guardrails

• ✓

  Checklist item 1: Follow the Team Management process in order and save frequently after each meaningful update.

• ✓

  Checklist item 2: Write enough context in notes or comments so another teammate can understand the change without asking you.

Common mistakes to avoid

• Skipping ownership or due-date details, which makes reporting and follow-up unreliable.
• Updating status without adding context, which creates confusion during reviews and handovers.

Troubleshooting

1. 1
   Troubleshooting step 1

   If an action is unavailable, verify role permission and whether required upstream fields are completed.

2. 2
   Troubleshooting step 2

   If expected results are not visible, check page filters and refresh to confirm synced state.

What to do next

1. Open /docs/home and continue with the next workflow.
2. Open /docs/reports and continue with the next workflow.
3. Open /docs/troubleshooting and continue with the next workflow.