Invite a member and give them the right access
The Members section is your team. Invite by email, pick the role, and decide which activities the person can reach.
The Members section lists everyone who has access to your place. It also shows pending invitations — people you invited who haven't accepted yet. That is useful: an invitation still pending after two weeks is usually a misspelled address.
Each member carries three things: their role (what they may do), their activities (what they may see) and their groups (who work gets assigned to). These are three different questions, and mixing them up is the most common source of confusion.
Where: left navigation bar, under Administration → Members.
Inviting someone
The Invite member button opens a window that asks for everything at once.
The invitation window.
- 1The email. It is the only required field.
- 2Groups, optional. They are applied automatically when the person accepts.
- 3The activity restriction. Unchecked, the member sees every activity in the place.
- 4The role. One per member.
Everything you set here is attached to the invitation, not applied right away. The role, activities and groups take effect the moment the person accepts. So there is nothing to redo afterwards.
What reaches the invited person
It depends on one thing: do they already have a Sentinel account?
They already have an account. The invitation appears directly in their app, under the notification bell. They also get a push notification on their phone and an email — depending on what they enabled in their notification preferences.
They don't have an account yet. They get an email with a link. They create their account, and the invitation is waiting for them.
That is why an invitation can stay pending for a while without anything being broken: the person still has to act on their side.
How the person accepts
The notification bell and the invitation received.
- 1The badge shows how many invitations are pending.
- 2Accept brings the person into the place. Decline removes the invitation, with no other effect.
The moment they accept, Sentinel switches their active place to yours and applies the role, activities and groups from the invitation in one go. They land straight in the right context, with the right permissions.
A person can belong to several places: accepting your invitation does not make them lose the others, it simply changes the one they are looking at.
Choosing the right role
The role answers the question: what is this person allowed to do? Three roles exist out of the box:
| Role | For whom |
|---|---|
| Viewer | Can only look at tasks and projects. For a partner or an official you want to give visibility to |
| Editor | Can create, edit and assign tasks and projects. This is the role for most of the field team |
| Admin | Can also manage place settings, the subscription, and invite other members |
A member has only one role. If none of the three fits, the Roles section lets you build a custom one, with the access level you want section by section.
When in doubt, give Editor. The role can be changed at any time from the member's page, and the change is immediate.
Deciding on activities
This is the most misunderstood setting, because it is not about permissions but about scope.
If your place runs several activities — mountain biking, hiking, cross-country skiing — each has its own trails, tasks and conditions. The activity restriction decides which ones the person sees.
Unchecked (default): the member has access to every activity in the place, including ones you add later. That is what you want most of the time.
Checked: you pick the activities, and you must select at least one. The member will only see those. Useful for a ski club volunteer who has no business in the biking tasks, or for a contractor hired on a single network.
Worth remembering: role and activities combine. An Admin restricted to cross-country skiing can do everything — but only in cross-country skiing.
A member's page
Click a row in the list to open their page. The header reminds you who it is — avatar, name, email — and three tabs split the rest.
Informations: changing access
This is where you change what was decided at invitation time.
A member's Informations tab.
- 1The page's three tabs.
- 2The same three settings as in the invitation: groups, activities, role.
- 3Nothing is applied until you click Save.
- 4The danger zone, kept apart at the bottom, to remove the person from the place.
Changes only go out when you save. If you try to leave the page with unsaved edits, the app stops you and asks what to do — you don't lose your work to a stray click on "Back".
The Remove member button asks for confirmation before acting. It takes the person out of the place: their Sentinel account stays intact, and so do their tasks and history. They simply lose access to your place.
Recent activity: what the person did
The Recent activity tab.
- 1The coloured square shows the kind of action: blue for a creation, green for an edit, orange for a deletion.
- 2The date and time of each action.
This is the log of that member's actions in your place: task creations, assignments, trail updates, structure reports, file deletions. Nothing is editable here — it's a record, not a tool.
Two concrete uses: understanding who changed what when a piece of data surprises you, and checking that a new hire actually got to grips with the tool in their first weeks.
Time log report: hours worked
The Time log report tab.
- 1The year's total, at the top.
- 2The breakdown by trail — then, further down, by task type.
This report aggregates the time entries the member logged on their tasks. So it only fills up if the team records its time: with no entries, the tab stays empty.
Three breakdowns: a chart of time by month, the split by trail, and the split by task type. That is what you need to answer "how many hours did we put into La Coulée this year?" or to back up a report to a funder.
Who can do all this
You need write access to Members to invite, change a role or remove someone. With read-only access the section stays visible but the controls are disabled — that is deliberate: seeing who is on the team is useful to everyone, changing access is not.
If the Invite member button doesn't appear for you, that is the right you're missing.