Members

The Members option within the Settings area (Figure 1) will bring up the Members screen. From this screen (Figure 2) you can add new members to the workspace, edit members, deactivate (and activate) members, and invite members into the workspace. On the Members page, you can toggle between a Grid view (Figure 2) and a List view (Figure 3) by clicking on the Grid/List selector (Figure 4). Also, 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 at the top-right of the screen. The Search box at the top-left of the screen allows you to search by a member’s name, email address, or internal ID. Additional list filters are also available including Security Role, Manager, Job Title, and more. When the workspace has the Business Units feature enabled, a Member Business Unit filter is also available. To take action on a member, you can either click on the ellipses button on the member’s card (Figure 5) in the Grid view or choose the action menu (Figure 6) on the member row in the List view. Each of these menus will present the available actions that you can take on that member.

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Add a New Member

To add a new member to the workspace, click on the + button at the top-right of the screen. This will open the New Member window (Figure 7). You are required to supply the new member’s name and email address. Member Templates To help ensure that new members are created consistently, you may prefer to use member templates. A Member Template is a set of predefined defaults for a specific type of workspace member. You can select the template on the New Member window. These templates can help you consistently configure the member type, holiday schedule, security role, and similar settings. At the bottom of the New Member window, you can choose whether the member can log in to the workspace and whether an email invitation should be sent. Note that invitations can always be sent at a later time by clicking on the Send Invitation option within the ellipsis menu (Figure 9) for that member. You can send invitations to multiple members by selecting the members on the list view and utilizing the bulk send option.

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Email Suppression

If Ruddr sends an email but receives an undeliverable response, that email address will be placed on Ruddr’s email suppression list. This is done for security and abuse prevention purposes. The member card will show a red exclamation mark icon if the member is on Ruddr’s email suppression list (Figure 10). Ruddr will not send any emails to an address on the suppression list. The most common cause of an email address bring suppressed is that a new employee was invited into the workspace before that employee’s email address had been provisioned. Workspace Admins should ensure that a new hire’s email address is active before inviting the member into the workspace. Hovering your mouse over the red exclamation icon will show a tooltip (Figure 11) indicating that the email address is being blocked by Ruddr. To resolve this, you will need to contact Ruddr support (help@ruddr.io) and request that the email address be removed from the suppression list.

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The Member Dashboard

The New Member window provides a small subset of a workspace member’s settings. To review and edit the full set of options, click on the member’s card to bring up the Member Dashboard. From the Member Dashboard, you can configure all member settings including capacity, cost, billable utilization target, notifications preferences, and many more.

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Delete a Member

The only time a member can be deleted from a workspace is when the member is not associated with other data entities in the workspace. If the member has no such associations, 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 conditions exist that prevent the deletion of the member, you will need to either remove all of the data associations or deactivate the member instead.

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Deactivate a Member

Typically, a member cannot be deleted because the member is associated with operational data in the workspace (such as time entries or expense items). 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 time a member is deactivated or deleted, any prepaid but unused fees related to the member are credited to the workspace account. To deactivate a member, simply select the Deactivate option (Figure 13) from the ellipsis menu. The member will automatically be set to inactive on all project teams that the member is assigned to. If you choose to deactivate a member, Ruddr will alert you to situations such as:

• 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.

When a member is deactivated, the member’s time and expenses are not affected. Any data related to that member will still be shown on reports. Members with administrative access rights can still change an inactive member’s time entries and expense items. Member’s Manager When deactivating a member that is a manager of one or more other members, the deactivated member will be replaced as the manager. Ruddr will assign the deactivated member’s manager as the manager for those subordinates. At any point in time, an inactive member can be reactivated using the Activate menu option (Figure 14) from the ellipsis menu.

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Applying Bulk Updates

Workspace Admins have the ability to perform bulk updates on members. Fields that can be updated in bulk include:

• Login Enabled
• Manager
• Business Unit (available when the Business Units feature is enabled)
• Practice
• Discipline
• Job Title
• Level
• Tags
• Skills
• Certifications
• Timesheet Attestation (available when the Timesheet Attestation feature is enabled)
• Holiday Schedule
• Ruddr Assistant
• Member Type
• Location
• Security Role

To perform bulk updates on members, select the List view button and choose the members you wish to update (Figure 15). Once you have the desired members selected, click the Bulk Actions button at the bottom-right of the screen and choose the Edit option. On the Bulk Edit window you can either clear the values for specific fields or update fields with new values (Figure 16).