Manage room members – Interaxo Help center

Introduction

As a room administrator, you can add, edit, and remove members in the room, directly from the member overview in Administration. Here you can:

see all members of the room, with role, groups, contact information, and status
search, sort, filter, and group the member list
add new members individually, or by pasting data from Excel
change a member's role, groups, and other details directly in the overview
remove, invite, and export members

If a community member with the given email address already exists, that community member is added as a new user in the room.

All users invited into a room automatically also become members of the room's associated workspace, in addition to the (customer) community.

Below is a short user guide for what you can do in the member overview.

User guide

Find the member overview

Log in to Interaxo Project.
Go to the room you want to manage.
In the left-hand menu, under ROOM, click Members.

You will now see a list of all members in the room.

Understand the member overview

In the list you see one row per member, with columns such as First Name, Last Name, Email, Role, Groups, Phone, Mobile, Company, Status, and Title.

Role shows whether the member is a Participant, Administrator, or Observer.
Groups shows which group(s) the member belongs to.
Status shows whether the member is Active, Deactivated, Invited, or Not Invited.

You can choose which columns are shown (including Distribution group, Workspace administrator, Added, Added By, Invited By) — see "Choose which columns to show" further down.

Search for a member

Use the search field (Search) in the top right corner of the overview.
Type the name, email address, or other text you want to search for.

The list updates continuously as you type, showing only the members that match.

Sort the list

Click a column header, for example Last Name or Email.
Click again to switch between ascending and descending order.

Filter the list

Every column header has its own filter icon (a funnel symbol).

Filter by status: click the filter icon on the Status column, and check Active, Deactivated, Not Invited, and/or Invited. Click FILTER to apply the filter, or CLEAR to reset it.
Filter by text (e.g. Phone or Company): type a value in the field that appears, and click FILTER.
Clear all filters: click Clear filters above the overview.

Group the list

Click and hold the header of the column you want to group by, for example Groups or Status.
Drag it up to the field that says "Drag a column header here to group".
Release. The list is now divided into groups, which you can expand or collapse by clicking the arrow to the left of the group name.

Choose which columns to show

Click the columns icon next to the "…" menu (to the right of the search field).
Check or uncheck the columns you want to show: Distribution group, Name, First Name, Last Name, Email, Role, Groups, Phone, Mobile, Company, Status, Title, Workspace administrator, Added, Added By, Invited, Invited By.

Want to go back to the default layout? Click "…" → Restore default view.

Add new members

Click + Add in the top right corner of the overview.

This opens the Add member window, with a table for First Name, Last Name, Email, Role, Groups, Phone, Mobile, Company, and Title (columns marked with * are mandatory — only Email is mandatory).

You can fill in the window in two ways:

Add members individually

Click + Add member in the top right corner of the window.
Type a name or email address in the field that appears. If the system finds an existing user, it is suggested in a list you can choose from (showing name, email, and any status such as "Not accepted"). If there is no match, "No users found" is shown, and you can add the new email address directly.
A new row is created with the email pre-filled.
Fill in the remaining fields you want (First Name, Last Name, Role, Groups, Phone, Mobile, Company, Title).
Repeat to add more members one at a time.

Paste data from Excel

Copy the data in Excel using the same column order as the table: First Name, Last Name, Email, Role, Groups, Phone, Mobile, Company, Title.
Paste it into the table with Ctrl+V — or drag and drop the selection/Excel file into the window.
Several rows are created at once, one for each row you copied.

Tip: The easiest way to ensure the correct column order and valid values is to:

Go to "…" → Restore default view, so that you get the default set of columns in the correct order.
Then "…" → Export, to download an Excel file with the existing members of the room.
Use this file as a template: it has the columns in the correct order, and also shows examples of valid values (including different roles) that you can reuse or copy from when filling in new rows to be pasted.

Updating existing members via import

If you paste in data for an email address that is already a member of the room, the member is updated according to the following rules:

First name and last name are not overwritten.
Role is changed if the specified role differs from the current one.
Company is overwritten.
Email cannot be changed.
Phone cannot be changed.
Mobile is overwritten.
The user is added to the specified groups, if they are not already a member of these.

Good to know

Role and Groups are only filled in automatically when there is an exact text match with an existing role/group in the room. If there is no match, you must select the correct value manually from the dropdown.
Phone and Mobile are validated continuously — an invalid format is marked in red with the error message "The phone number is invalid", and must be corrected before the row can be saved.
A row is marked in red/pink until all mandatory fields are correctly filled in, and in green once the row is valid.

Send invitation

Check Invite members to room at the top of the window to send an email invitation to the new members. Leave the box unchecked to add them without sending an invitation — they will then get the status Not Invited (if they are not already active in the community).

Change role or groups directly in the overview

Click the Role field for the member, and select a new role from the dropdown (Participant, Administrator, or Observer).
Click the Groups field to add or remove groups.

The change is saved automatically. You will see a short confirmation at the bottom of the screen ("Room role was updated" or "Group membership was saved").

Edit a member's other details

Navigate to the member overview for the relevant room.
Click the menu icon (three dots) to the right of the member.
Select Edit to edit the fields directly, or View profile to see the member's full profile (member status, last active, invoiceable, language, notification settings, and room membership).
Change the fields you want.
Click Update (in the edit window, titled "Edit member") or Save (on the profile page).

Which fields you, as room administrator, can change depends on the member's status:

Member who has not accepted the invitation (new user): you can change all fields, including First Name, Last Name, Email, and Phone.
Active member: you can change everything except First Name, Last Name, Email, and Phone — these four fields are locked as soon as the member has accepted and become active.
- Email for an active member can only be changed by the member themselves, or by Tribia — not by the room administrator.

Remove members

Navigate to the member overview for the relevant room.
Select the members to be removed.
Click the Remove button (appears as soon as one or more members are selected).
Confirm to remove them from the room.

You can also remove a single member via the menu icon (three dots) → Remove, or from within the edit window via the Remove member button.

Invite members

Navigate to the member overview for the relevant room.
Select the members you want to invite.
Click Actions → Invite.

You will see a confirmation at the bottom of the screen: "Invitation(s) sent".

Note: if only one member is selected, the Actions menu also shows Edit and View profile. If several members are selected, the menu shows only Invite.

Export members

Navigate to the member overview for the relevant room.
Select the members you want to export (if you select none, all visible/filtered rows are exported). You can also filter or group first, and then select all within the filter.
Click the "…" menu and select Export.

The file is downloaded as an Excel file (.xlsx), following a "what you see is what you get" principle: the export contains the columns that are visible in your view at the time of exporting.

Manage roles

Room administrator can change a member's role directly in the member overview:

Click the Role column for the relevant member
Select a new role (Participant, Administrator, or Observer) from the dropdown