Members — manage the people in your group

The Members module is the central directory of everyone who belongs to a group — employees, students, volunteers, contractors, and external collaborators. Every other module (Projects, Tasks, Calendar, Time, Absence, Payroll) links back to a member record here, so keeping Members accurate keeps the rest of TASKTOGO accurate.

A member record can exist in two states:

• Passive — a profile you maintain on someone's behalf. They have no login and consume no seat. Use this for record-keeping, planning, and history.
• Active — the member is linked to a real user account, can sign in, receive notifications, chat, and appear in presence. Activating a member uses a paid seat.

Add a member

1. Open the group and select the Members module.
2. Click + New member.
3. Fill in the Details tab:
   • Name (required) and Initials
   • Job title, Member number, Email
   • Mobile phone / Work phone, Address
   • Date of birth, Gender, Nationality, Languages
   • Seniority — Junior, Senior, or Lead
   • For schools: Student ID, Grade level, Guardian contacts
4. Optionally add a Profile picture (PNG or JPG up to 5 MB).
5. Changes autosave as you type — there is no separate save button.

A new member is passive by default.

Activate a member (give them a login)

Activating links the member to a user account so they can sign in and use the group.

1. Open the member and use the Activate member action.
2. Review the activation cost shown in the confirmation dialog — activation adds a recurring monthly seat cost to the group.
3. Confirm to send an invite. The person receives an email to set up their account.
4. Use Resend invite or Cancel invite while activation is pending, and Deactivate member to release the seat later.

Members are never created as "active" directly. You always activate an existing record so the profile and its history are preserved.

Tabs and what they hold

The member record is organised into tabs:

Details

Core profile fields (see Add a member above).

Communication and relations

• Chat — start a direct conversation with an active member.
• Online status — shows whether the member is online, away, busy, or offline, and their last login.
• Linked records — other records (projects, tasks, departments) connected to this member.

People & connections

• Connections — the member's network within the group.
• Presence card — live presence and quick contact actions.

Skills & training

• Skills & competencies — add named skills with a level: Beginner, Intermediate, Advanced, or Expert.
• Certifications — record certificates with Issuer, Issued and Expires dates. Each shows a status badge: Valid, Expiring soon, or Expired. These feed assignment and compliance checks in other modules.

Employment

• Employment — contract type (Permanent, Fixed term, Contractor, Intern, Volunteer) and start date, plus a Role history of previous roles with from/to dates.
• Onboarding checklist — track onboarding tasks with a completed/total progress count.
• Emergency contacts — name, relationship, and phone. Contains personal data — visible to authorised roles only.
• Payroll details — bank account, tax ID, salary band. Sensitive financial data — visible to authorised roles only; values are hidden until you choose Reveal.

Time & absence

• Absence balance summary — remaining leave balances, drawn from the Absence module.
• Utilization dashboard — how the member's booked and registered hours compare to capacity.

Activity

• A calendar view of the member's events. Use the week navigator to move between weeks and the timeline to see what the member is scheduled on. Members booked on projects and tasks appear here as events.

Skills, certifications and staffing

Skills and certifications are not just for display — other modules read them:

• Project and task assignment can check that a member holds the required certification and that it has not expired before they are staffed.
• Expiring soon and Expired certification statuses surface in reports so you can plan renewals.

Keep these fields current to get accurate staffing and compliance results elsewhere.

Privacy and sensitive data

Emergency contacts and payroll details contain personal and financial data. They are only visible to roles with the right permission, and payroll values stay masked until explicitly revealed. Treat these fields in line with your organisation's data-protection policy.

Delete and restore

Deleting a member moves the record to the group's Deleted recycle bin rather than removing it permanently. An administrator can restore it (with its history) or purge it for good from Group administration → Deleted. Deleted members are excluded from directories, reports, and staffing until restored.

Tips

• Keep one member record per person — activate it rather than creating a second "active" copy.
• Fill in Skills and Certifications early so assignment checks work across modules.
• Use passive members to plan and keep history for people who don't need a login.
• Review Expiring soon certifications regularly to avoid compliance gaps.