Invite Team Members - Video Overview

Overview of Team Member Management

CharityAuctionsToday allows you to invite multiple team members, staff, volunteers, and committee members to collaborate on your auction events. By adding team members with appropriate roles and permissions, you can delegate responsibilities, streamline operations, and ensure multiple people can manage different aspects of your auction without sharing a single login credential.

Why Invite Team Members?

Benefits of Multi-User Access

Adding team members provides significant advantages:

Collaboration and Efficiency:

• Divide work among multiple people
• Parallel task completion
• Specialized role assignments
• Faster auction setup
• Reduced bottlenecks

Security and Accountability:

• Individual login credentials
• No shared passwords
• Clear activity tracking
• Audit trail for changes
• Account security maintained

Continuity and Flexibility:

• Not dependent on one person
• Knowledge distributed
• Coverage during absences
• Smooth staff transitions
• Sustainable operations

Role-Based Permissions:

• Appropriate access levels
• Limited access for volunteers
• Full access for administrators
• Task-specific permissions
• Reduced error risk

Professional Operations:

• Team-based approach
• Organized workflow
• Clear responsibilities
• Scalable structure
• Enterprise-level management

User Roles and Permissions

Understanding Role Types

Different roles provide different access levels:

Administrator:

• Full account access
• Can modify all settings
• Manage users and permissions
• Access billing and payments
• Create and delete events
• View all reports
• Make organizational changes
• Highest level of control

Event Manager:

• Manage assigned events
• Add and edit items
• Monitor bidding activity
• Process payments and checkout
• Communicate with bidders
• Generate event reports
• Cannot access billing
• Cannot manage other users (typically)

Staff/Volunteer:

• Limited access to specific functions
• View-only in most areas
• May add/edit items (if permitted)
• Cannot change settings
• Cannot access payments
• Cannot delete items
• Task-specific access
• Lowest permission level

Custom Roles (if available):

• Organization-defined permissions
• Tailored access levels
• Specific feature access
• Flexible configuration
• Advanced organizations

Choosing Appropriate Roles

Match roles to responsibilities:

Administrators:

• Executive Director
• Development Director
• Board Treasurer
• Auction Committee Chair
• IT Manager

Event Managers:

• Auction coordinator
• Fundraising staff
• Event planners
• Committee members
• Project managers

Staff/Volunteers:

• Data entry volunteers
• Item procurement volunteers
• Registration desk staff
• Day-of-event helpers
• Temporary contributors

How to Invite Team Members

Step-by-Step Invitation Process

Step 1: Access User Management

1. Log into CharityAuctionsToday dashboard
2. Click "Settings" or organization name
3. Select "Users," "Team," or "User Management"
4. View current team members
5. Locate "Invite" or "Add User" button

Step 2: Click Invite User

1. Click "Invite Team Member," "Add User," or "+" button
2. User invitation form appears
3. Prepare to enter user details
4. Have team member's email address ready

Step 3: Enter Team Member Information

Required Information:

Email Address:

• Must be valid email
• One invitation per email
• User will receive invite here
• Used for login credentials
• Example: jsmith@yourorg.org

First and Last Name:

• Team member's full name
• Appears in activity logs
• Used in communications
• Professional identification
• Example: John Smith

Role Selection:

• Choose from dropdown menu
• Administrator, Event Manager, or Staff
• Consider access needs carefully
• Can be changed later
• Default to lowest necessary permissions

Optional Information:

Phone Number:

• Contact information
• For urgent communications
• Two-factor authentication
• Optional but recommended

Department or Team:

• Organizational grouping
• Event assignment
• Committee designation
• Helps with organization

Custom Message:

• Personal welcome note
• Context about invitation
• Specific instructions
• Friendly introduction

Step 4: Assign Specific Permissions (if available)

Customize access further:

Event Access:

• All events or specific events
• Current and future events
• One-time event access
• Ongoing access

Feature Permissions:

• Can add/edit items
• Can delete items
• Can process payments
• Can communicate with bidders
• Can view reports
• Can modify settings

Administrative Rights:

• User management
• Billing access
• Organization settings
• Payment processor access

Step 5: Send Invitation

1. Review all information entered
2. Verify email address correct
3. Confirm role selection appropriate
4. Click "Send Invitation" or "Invite"
5. Confirmation message appears
6. Invitation email sent immediately

Step 6: Invitation Email Sent

What the team member receives:

Email Contains:

• Invitation to join organization
• Who invited them (your name)
• Organization name
• Role assigned to them
• "Accept Invitation" button/link
• Expires in X days (typically 7-14)
• Support information

Example Email:

Subject: You're Invited to Join [Organization Name] on CharityAuctionsToday

Hi [Name],

[Your Name] has invited you to join [Organization Name]'s account on CharityAuctionsToday as an [Event Manager].

You'll be able to help manage our charity auctions, including [specific responsibilities based on role].

Accept Invitation: [Button]

This invitation expires in 7 days.

Questions? Contact [Your Name] at [email] or CharityAuctionsToday support.

Step 7: Team Member Accepts Invitation

What happens next:

1. Team member clicks "Accept Invitation" link
2. Redirected to CharityAuctionsToday
3. If existing user: Invitation added to account
4. If new user: Creates account
   • Enter password
   • Confirm email address
   • Set up profile
   • Accept terms
5. Access granted immediately
6. Can log in and start working

Step 8: Verify Team Member Added

Confirm successful addition:

1. Return to User Management page
2. Find new team member in list
3. Verify role displayed correctly
4. Check "Active" or "Invited" status
5. Invite shows as "Accepted" when complete

Managing Existing Team Members

Editing Team Member Roles

Change permissions as needed:

When to Change Roles:

• Promotion or role change
• Increased responsibilities
• Reduced access needed
• Temporary permission elevation
• Organizational restructuring

How to Edit Roles:

1. Navigate to User Management
2. Find team member to modify
3. Click "Edit" or member name
4. Change role from dropdown
5. Modify specific permissions
6. Save changes
7. Changes take effect immediately

Notify Team Member:

• Inform them of role change
• Explain new permissions
• Provide training if needed
• Confirm they understand changes

Removing Team Members

Deactivate or remove access:

When to Remove:

• Staff member leaves organization
• Volunteer term ends
• Role no longer needed
• Security concerns
• Account cleanup

How to Remove:

1. Access User Management
2. Locate team member
3. Click "Remove," "Deactivate," or "Delete"
4. Confirm removal
5. Access revoked immediately
6. User can no longer log in

Considerations:

• Activity history preserved
• Items/changes they made remain
• Can re-invite later if needed
• Consider deactivate vs. delete
• Document reason for removal

Resending Invitations

If invitation expires or not received:

Resend Process:

1. Find pending invitation
2. Click "Resend Invitation"
3. New email sent to same address
4. New expiration date set
5. Old invitation link invalid

If Email Not Received:

• Check spam/junk folder
• Verify email address correct
• Try alternative email
• Contact support if persistent
• Check organization email filters

Best Practices for Team Management

Security Best Practices

Protect your account:

Individual Logins:

• Never share login credentials
• Each person gets own account
• Personal passwords required
• Individual accountability
• Better security posture

Password Requirements:

• Strong password policies
• Minimum length (8+ characters)
• Mix of characters types
• Regular password changes
• Password manager recommended

Two-Factor Authentication:

• Enable if available
• Adds extra security layer
• Protects sensitive accounts
• Required for administrators
• SMS or app-based

Regular Access Review:

• Audit team members quarterly
• Remove inactive accounts
• Update roles as needed
• Verify appropriate access
• Document changes

Least Privilege Principle:

• Give minimum necessary access
• Start with lower permissions
• Elevate only when needed
• Review regularly
• Reduce risk exposure

Communication Best Practices

Set up your team for success:

Onboarding New Team Members:

• Welcome email with overview
• Schedule training session
• Provide written instructions
• Assign mentor or buddy
• Set clear expectations

Documentation:

• Create role-specific guides
• Document common tasks
• Maintain procedure manual
• Share best practices
• Keep materials updated

Regular Check-Ins:

• Weekly or bi-weekly meetings
• Discuss progress and challenges
• Share updates and changes
• Collaborative problem-solving
• Team building

Clear Responsibilities:

• Define who does what
• Document task assignments
• Prevent overlap and gaps
• Accountability structure
• Escalation procedures

Organizational Structure

Effective team configuration:

Small Organizations (1-5 people):

• 1 Administrator
• 2-4 Event Managers
• Simple structure
• Everyone involved
• Flexible roles

Medium Organizations (6-15 people):

• 2-3 Administrators
• 5-10 Event Managers
• Few Staff/Volunteers
• Defined responsibilities
• Coordination needed

Large Organizations (16+ people):

• 3-5 Administrators
• 10-15 Event Managers
• Multiple Staff/Volunteers
• Departmental structure
• Formal processes

Recommended Ratios:

• 1 Administrator per 5-10 team members
• 1 Event Manager per 20-30 items
• Adjust based on complexity
• Scale with organizational needs

Video Overview Guide

What the Video Tutorial Covers

Key topics in the invitation video:

Introduction (0:00-0:30):

• Why invite team members
• Benefits of collaboration
• Overview of what you'll learn
• Who should watch

Accessing User Management (0:30-1:00):

• Where to find user settings
• Navigation walkthrough
• Current team member view
• Interface orientation

Inviting a Team Member (1:00-3:00):

• Click invite button
• Enter email and name
• Select role
• Assign permissions
• Send invitation
• Confirmation

Understanding Roles (3:00-4:30):

• Administrator capabilities
• Event Manager permissions
• Staff/Volunteer access
• Choosing right role
• Permission comparison

Team Member Accepts (4:30-5:30):

• Email invitation received
• Acceptance process
• Account creation
• First login
• Verification

Managing Team Members (5:30-7:00):

• Editing roles
• Changing permissions
• Removing team members
• Resending invitations
• Best practices

Tips and Best Practices (7:00-8:00):

• Security recommendations
• Organizational tips
• Common mistakes
• Troubleshooting
• Resources

Following Along with Video

How to use the video effectively:

Before Watching:

• Have your CharityAuctionsToday account open
• Prepare team member information
• Note which roles needed
• Clear your schedule
• Eliminate distractions

During Video:

• Pause and try each step
• Take notes on key points
• Rewind if needed
• Ask questions in comments
• Practice alongside

After Video:

• Invite your first team member
• Test different roles
• Review with team
• Share video with others
• Provide feedback

Video Resources

Additional learning materials:

Related Videos:

• Account setup overview
• User roles explained
• Security best practices
• Team collaboration tips
• Auction management series

Written Documentation:

• Step-by-step guides
• Role permission matrix
• Troubleshooting articles
• FAQs
• Best practices checklist

Interactive Training:

• Webinars
• Q&A sessions
• Office hours
• Community forum
• Support chat

Troubleshooting Team Invitations

Common Issues

Problems and solutions:

Invitation Email Not Received:

• Check spam/junk folder
• Verify email address correct
• Resend invitation
• Try alternative email
• Check email server settings
• Contact support

Can't Find Invite Button:

• Verify administrator access
• Check correct menu section
• Try different browser
• Clear cache
• Update to latest version
• Contact support

Invitation Link Expired:

• Resend new invitation
• Check expiration policy
• Accept promptly next time
• Coordinate with team member
• Request custom expiration

Wrong Role Assigned:

• Edit team member
• Change role selection
• Save updates
• Verify permissions
• Inform team member

Team Member Can't Access:

• Verify invitation accepted
• Check login credentials
• Confirm account active
• Review permissions
• Reset password if needed
• Contact support

Advanced Team Features

Event-Specific Access

Assign team members to specific events:

Benefits:

• Limit visibility to relevant events
• Reduce confusion
• Protect sensitive data
• Organized access
• Clear focus

Configuration:

1. Edit team member
2. Select "Event Access"
3. Choose specific events
4. Save changes
5. Member sees only assigned events

Use Cases:

• Different committees per event
• Seasonal staff assignments
• Guest event managers
• Regional coordinators
• Temporary projects

Activity Logs and Audit Trail

Track team member actions:

What's Logged:

• Login activity
• Changes made
• Items added/edited
• Settings modified
• User invited/removed
• Payments processed

Viewing Logs:

1. Navigate to Activity Log
2. Filter by user
3. Filter by date range
4. Filter by action type
5. Export if needed

Benefits:

• Accountability
• Troubleshooting
• Security monitoring
• Performance tracking
• Compliance documentation

Bulk User Import

Add many users at once:

When to Use:

• Large volunteer teams
• Multiple events simultaneously
• Organization-wide rollout
• Annual event preparation
• Merger or acquisition

Process:

1. Download user template
2. Complete spreadsheet
3. Include email, name, role
4. Upload CSV file
5. Review import results
6. Verify all users added

Conclusion

Inviting team members to your CharityAuctionsToday account enables collaborative auction management, improves security through individual credentials, and scales your operations efficiently. By assigning appropriate roles based on responsibilities—whether Administrator, Event Manager, or Staff—you ensure team members have the access they need without unnecessary permissions that could create security risks.

The invitation process is straightforward: access User Management, click Invite User, enter the team member's email and name, assign their role, and send the invitation. Team members receive an email with an acceptance link, create their account or add the organization to their existing account, and can immediately begin contributing to your auction success.

Watch the video overview for a visual walkthrough of the entire process, follow along to invite your first team member, and establish best practices including individual logins for everyone, regular access reviews, least-privilege permissions, and clear documentation of responsibilities. With a well-managed team using CharityAuctionsToday's collaborative features, you'll streamline auction preparation, improve accountability, and create a more professional operation that maximizes fundraising results for your mission.

Tom Kelly

Tom Kelly, TEDx speaker and CEO of CharityAuctions.com, helps nonprofits raise millions through auctions and AI. He hosts The Million Dollar Nonprofit podcast and inspires leaders to live their legacy, not just leave it.