Invite and manage members

Invite people to your organization, change roles, remove members, and understand which memberships count as billable seats.

Members is where your team joins the organization and where you keep roles current. Open it from the organization sidebar. It's available to Directors, Managers, and IT.

The page has four parts, top to bottom: Invite someone, Current members, Pending invitations, and Former members (which appears once anyone has left).

Invite someone

Under Invite someone:

Enter their Email address.
Choose a Role: Associate, Supervisor, Manager, Auditor, Director, Finance, or IT. See Roles and permissions before you pick.
Optionally enter a Name, so you can recognize them before they accept.
Select Send invitation.

Licentio emails them an invitation naming your organization and their role, with a View invitation link, and lists them under Pending invitations with the role and the expiry date. As the page says, nothing is added to their account until they accept.

Invitations expire after 14 days. Select Resend to send a fresh link and restart the two weeks; the old link stops working immediately.
Revoke withdraws an invitation. The link dies at once, and you can re-invite the same person later.
Only a Director can invite a Director. A Manager or IT member who tries sees Only a Director can assign or change the Director role.

The invitee has to accept while signed in as the invited email address, or sign up with it. If they sign up with a different address, the invitation can't be accepted; resend it to the address they use.

Current members

Each active member is listed with their email and join date. Two controls sit on every row:

Role — a dropdown showing their current role. Choosing a different one applies immediately, with no confirmation step, and Licentio confirms with Name is now Role. The rules from Roles and permissions apply: only a Director can move someone into or out of Director, and the last Director can't be demoted.
Remove — not shown on your own row; you leave from Settings → Workspaces instead. Selecting it opens Remove Name?, which explains that they lose access right away, their licensure record stays on their own account, and the organization keeps access to the supervision work they did while a member (nothing dated after today). Select Remove member to confirm.

Above the list, the seat line tells you how many billable seats you have. Only Associates count; every other role is free. On a monthly plan, when this month's peak is higher than today's count, the line says so: this month is billed on the highest number of Associates you've had, adding one can raise it, and removing one lowers next month, not this one.

Pending and former members

Pending invitations shows who hasn't accepted yet, their role, and when the invitation expires. Pending invitations never count toward your seats.

Former members lists people who left or were removed, with the date and either Departed (they left) or Removed (you removed them). As the page notes, you keep access to the work they did while they were members; nothing after their departure is visible to the organization.

Gotchas

The Associate role is the one you pay for. A billable seat is an active member in the Associate role, and the seat count changes the moment a role changes. Give staff who don't track hours a staff role. See Plans, seats, and billing for how additions and removals affect the invoice.

Inviting is paused if the organization's plan lapses. When a trial ends without a plan or a subscription goes inactive, invitations, resends, and role changes into Associate are refused until a Director or Finance member restores billing. Removing people, revoking invitations, and every other role change still work.
Removing someone doesn't remove their supervision. Their supervisory relationships stay intact on their own account. What ends is the organization's view of anything after the departure date.
Check the address before you send. An invitation only works for the exact email it went to. Personal versus work address mix-ups are the most common reason an invitation "doesn't work."

FAQ

Someone says the invitation link doesn't work. It has probably expired (14 days), been revoked, or been opened while signed in as a different account. Select Resend to issue a fresh link, and confirm which email they sign in with.

Can I invite someone who already uses Licentio? Yes. Invite the email on their existing account. Accepting adds your organization to their workspaces; their own hours and pathway are untouched.

Why can't I remove myself? Because leaving is your decision to make from your own account. Open Settings → Workspaces and select Leave. If you're the only Director, promote someone else first.

Does removing a member cancel their subscription? No. Their own subscription, if they have one, is unaffected. If your plan was covering their access, that coverage ends the day they leave, and they'll be on their own subscription's terms from then on.

Do pending invitations cost anything? No. A seat is billed only once the person accepts and holds the Associate role.