Members

The third menu option within the Settings area (Figure 1) is called Members. From this screen (Figure 2) you can add new members to the workspace, edit member information, deactivate (and activate) members, and invite members into your workspace. Figure 1 - Members is the Third Option in the Settings Area Figure 2 - View the Members in Your Workspace On the Members page, you can toggle between a Grid view (Figure 2) and List view (Figure 3) by clicking on the option (Figure 4) just above the grid / list. From the list view you can apply Bulk Updates to members. You can download the list of members from either view by clicking the download button to the left of the New Member (+) button at the top of the result set. The Search box allows you to search by member Name, Email Address, or Internal ID. Additional filters are also available, including fields such as Security Role, Manager, Job Title, and more. Figure 3 - List View of Members in your Workspace Figure 4 - Choose Between Grid and List View on the Members Page in Workspace Settings For any actions that are available (which are described below), you can either click on the ellipses on the member card (Figure 5) in Grid view or the action menu (Figure 6) on the member row of the List view. Figure 5 - Action Menu from the Member Profile Card Figure 6 - Action Menu from Member Row in List View

​

Add a New Member

To add a new member to the workspace, click on the Add Member button at the top-right of the members list (Figure 2). This will open the Add Member drawer (Figure 7). Figure 7 - The Add Member Drawer will Open when you Click the Add Member Button Identity In the Identity section (Figure 8) you will need to provide the new member’s name and email address. You will also choose whether or not the member is allowed to log in to the workspace. In almost all cases, the Allow this member to log in to this workspace checkbox should be checked. If you don’t want the new member to be able log into Ruddr and prefer to have someone on your team impersonate that member and log the time, you can leave this checkbox unchecked. Figure 8 - Manage the Ruddr Identity for a Member

​

Inviting a Member to Join Your Workspace

Additionally, you can specify whether or not an invitation should be sent to the member at this time. Note that invitations can always be sent at a later time by clicking on the Send Invitation ellipsis menu option (Figure 9) on that member from the members list. You can send invitations to multiple members by selecting the members on the list view and utilizing the bulk send feature in the bottom right of the screen. Figure 9 - Send an Invitation to Members that have been Created but not yet Invited When Ruddr has Blocked an Email Address In an order to manage against fraudulent / spam email, Ruddr maintains an email suppression list of email addresses for which Ruddr receives a “bounce” notification. In cases where invitations or notifications are sent to non-existent addresses, Ruddr will block that address from being sent any future emails. This blocking of email addresses most frequently occurs with member invitations. Often times, new employees / members have email addresses that have not been created or that have not fully propagated prior to the invitation being sent. This is the most common scenario for email addresses being blocked. To ensure that email addresses do not get blocked, you will want to ensure that the member’s email account is successfully sending and receiving email prior to sending the invitation. In cases where the email address is blocked, you will see a red warning icon (Figure 10) on the member profile. Figure 10 - When a Member’s Email Address is Blocked, you will see a Red Warning Icon on the Member Profile Hovering your mouse over this icon will present a tooltip (Figure 11) that will indicate when the email address was blocked by Ruddr. To resolve this, you will need to contact Ruddr support (help@ruddr.io) to request that the email address is removed from the suppression list. Figure 11 - The Tooltip Presented for Blocked Member Email Addresses

​

Member Settings

There are a number of additional options that you can set for the new member within the Settings section (Figure 11) of the Add Member drawer (Figure 7). You can specify whether or not the member is billable (non-billable workspace members are free in Ruddr) and can apply the appropriate member type and security role. The security role determines the privileges the new member will have within the workspace. For more information on security roles in Ruddr, see the security roles help article. If this member will have a Default Bill Rate in the workspace, you can specify one. When this default bill rate is set and the member is added to a project that does not use Project Roles, the default bill rate will automatically be applied as the member’s rate on the project. Specifying this bill rate upon creation of the member will ensure that the default bill rate is applied to the member on any projects to which the member is automatically assigned. Other items that you can configure within this Settings section include whether or not the member can track time off and whether or not the member can receive missing time reminders. Optionally, you can set the member’s holiday schedule, job title, practice, discipline, and / or manager. Figure 11 - Configure Additional Member Settings

​

Delete a Member

The only time a member can be deleted from a workspace is when each of the following is true:

• The member is not assigned to any project teams
• The member has no time entries
• The member has no expense reports or expense items

If each of the above is true, the member can be deleted by choosing the Delete option (Figure 12) from the ellipsis menu at the top-right of the member’s profile card on the members list. If any of the above are true, this option will be disabled. Figure 12 - Delete a Member If you choose to delete a member, Ruddr will provide a informational modal to alert you if certain associations exist that would prevent the member from being deleted, such as:

• The member has time entries.
• The member has expense items.
• The member has resource allocations assigned.
• The member is a Client Relationship Owner of one or more clients.
• The member is a Sales Representative of one or more clients.
• The member is a Sales Representative of one or more projects.

If any conditions exist that prevent the deletion of the member, you will need to either delete all of the presented associations or deactivate the member.

​

Deactivate a Member

Frequently, a member cannot be deleted because the member has created operational data within the workspace (such as time or expense entries). In these cases, the member can only be deactivated. This has the same effect as deleting the member, as the member will no longer be able to access the workspace. Any prepaid but unused fees related to the member will be credited to your account. To deactivate a member, simply select the Deactivate option (Figure 13) from the ellipsis menu. When a member is deactivated, the member will no longer be able to access the workspace. Additionally, the member will automatically be set to inactive on all project teams that the member is assigned to. Figure 13 - Deactivate a Member If you choose to deactivate a member, Ruddr will provide a informational modal to alert you if any of the following is determined about the member being deactivated:

• The member is a Project Admin on one or more projects. Typically you would want to assign a new Project Admin to those projects.
• The member is a Client Relationship Owner of one or more clients.
• The member is a Sales Representative of one or more clients.
• The member is a Sales Representative of one or more projects.
• The member is a named approver in one or more time approval workflows.
• The member is a named approver in one or more expense approval workflows.

If any of these above conditions are true, you will have the option to cancel the deactivation or to confirm it. When a member is set to inactive, the member’s time and expenses are not affected. The member’s data can still be accessed via reports or the time and expense auditing screens. Members with administrative access to time or expense entries can still change an inactive member’s entries via the auditing screens. But, the member will not be shown in the impersonation drop-down in either the time or expense areas, and thus new time entries cannot be created for inactive members. Member’s Manager When deactivating a member that is listed as other members’ Manager on their member profile, the deactivated member will be replaced for those other members. Ruddr will assign the deactivated member’s manager to those other members. At any point in time, an inactive member can be reactivated using the Activate menu option (Figure 14) from the ellipsis menu. Figure 14 - Activate a Member that was Previously Deactivated

​

Edit a Member’s Profile

To edit a member’s profile, simply click on the member’s profile card on the members list screen (Figure 2). This will take you to the member profile screen. See the separate member profile article for more information.

​

Applying Bulk Updates

Workspace Admins have the ability to complete bulk updates for members. Available fields for bulk updates include:

• Login Enabled
• Manager
• Practice
• Discipline
• Job Title
• Level
• Tags
• Skills
• Certifications
• Holiday Schedule
• Ruddr Assistant
• Member Type
• Location
• Security Role

To make bulk updates for your members, you will want to start in the list view for member settings, selecting the members you want to update. (Figure 15) Figure 15 - Selecting members for bulk updates Once you have your members selected, select the Bulk Actions button in the bottom right to begin making edits. In the pop up screen, you can either clear the values for and specific field(s) or update any field with a new value. (Figure 16) Once you confirm the updates you want to make, Ruddr will show a screen confirming the actions have been completed. Figure 16 - Selecting members for bulk updates