Managing team members

Invite the people who schedule and manage with you, follow up on invites they haven't accepted, and choose which teams each person belongs to.

For agency staff Web app and email 5 min read Last updated October 20, 2026
Team › Team Members list with Active and Invited team members and the + button above the table

What you'll learn

  • How to invite the people who schedule and manage the work with you, and follow up on invites they haven't accepted.
  • How to choose which teams each person belongs to and keep their details up to date.

The Team Members list

Team › Team Members shows your team members and whether each person has joined. Interpreters have their own tab, Team › Interpreters.

  • Owners, Admins, and Managers: invite people and manage the people ranked below them.
  • Schedulers: view the list only.

The Status column says where each person stands:

  • Active: The person accepted the invite and can sign in.
  • Invited: Fluent sent the invite, and the person hasn't signed up.
  • Revoked: You revoked the invite before the person signed up.
  • Deactivated: The person's access is turned off.

The list shows Active and Invited people until you change the Status(s) filter.

Team › Team Members with the row menu open on an Active team member

Invite a team member

Send an invite for each new team member. You pick their role, and Fluent emails them a link to set a password and join.

  1. Go to Team › Team Members and click +.
  2. In the "Invite to {agency}" dialog, select the role card for the person's job. Compare roles shows what each role can do.
  3. Click Continue.
  4. Enter First name, Last name, and Email.
  5. If you're on more than 1 team, select at least 1 team in Teams.
  6. If the person also takes appointments as an interpreter, click Add language pair under Languages and select From and To. You can add up to 5 pairs.
  7. Click Send invite.

Fluent emails the person "Invitation: Join {agency} on Fluent". Their row shows Invited until they accept and set a password.

You see role cards only for the roles you can grant. See Agency roles and permissions.

Invite to Middle West Interpreters dialog with the Admin, Manager and Scheduler role cards

Manage a pending invite

Until the person joins, you can send their invite again or take it back.

Open the ⋯ menu at the end of an Invited row:

  • Resend Invite: Fluent emails the invite again and restarts its 30 days.
  • Copy Invite Link: copies the person's sign-up link, so you can send it another way, such as a text message. You see "Invite Link Copied".
  • Revoke Invite: Click Revoke invite to confirm. The link stops working, and the row shows Revoked.

To restore a revoked invite, filter Status(s) by Revoked, open the row's ⋯ menu, click Reactivate Invite, and confirm. The row shows Invited again.

Team › Team Members with the row menu open on an Invited team member showing Resend Invite and Revoke Invite

Change someone's role

Change a team member's role when their job changes. You can change the role of people ranked below you, to a role below your own.

  1. Go to Team › Team Members.
  2. On an Active row, open the ⋯ menu at the end of the row and click Role Permissions.
  3. Select the new role.
  4. Click Update.

You see "Role updated for {first name}".

If the person also takes appointments as an interpreter, they keep the Interpreter role and stay in Team › Interpreters.

Change someone's teams

A person's teams decide which appointments and reports they see. The teams themselves are listed in Settings › Teams.

  1. Go to Team › Team Members.
  2. On an Active row, open the ⋯ menu at the end of the row and click Team Permissions.
  3. Select the teams the person belongs to. The dialog lists your own teams, or every team if you're the Owner.
  4. Click Update.

You see "Permissions updated" and the Team(s) column shows the new teams.

Team › Team Members with the Team Permissions dialog listing the agency's teams and the Update button

Edit a team member's profile

Keep a person's details up to date, before or after they join.

On an Active or Invited row, open the ⋯ menu at the end of the row and click Edit Profile. You can change the sign-in email only while the invite is pending.

Deactivate or reactivate a team member

Deactivate someone who leaves your agency or shouldn't have access for now. You can reactivate them later.

To deactivate a team member:

  1. Go to Team › Team Members.
  2. On an Active row, open the ⋯ menu at the end of the row and click Deactivate.
  3. In "Suspend user access?", click Confirm.

You see "{name} has been deactivated", and the row shows Deactivated. A deactivated team member doesn't use a seat.

To reactivate a team member:

  1. Filter Status(s) by Deactivated.
  2. Open the row's ⋯ menu and click Reactivate.
  3. In "Restore user access?", click Confirm.

You see "{name} has been reactivated", and the person uses a seat again.

In an organization workspace

An organization invites its team members the same way, with these differences:

  • An organization has 5 roles: Owner, Administrator, Manager, Scheduler, and Requestor.
  • The Owner invites Administrators, Managers, Schedulers, and Requestors. An Administrator invites Managers, Schedulers, and Requestors. A Manager invites Schedulers and Requestors.
  • The invite dialog has 1 Team field, shown when you're on more than 1 team, and no Languages section.
  • There's no team member limit, and the Team page has no Interpreters tab.
Organization Team › Team Members invite dialog with the Administrator, Manager, Scheduler, and Requestor role cards

Rules and limits

  • Fluent emails each person an invite link that works for 30 days.
  • Your plan sets a team member limit: Starter 1, Agency 4, Agency Teams unlimited.
  • Every team member is a seat, the Owner and Admins included, and pending invites count. Deactivated team members and interpreters don't count.
  • At the limit, the invite dialog shows "Upgrade to add more team members" and locks the form. Only the Owner can change the plan, in Settings › Subscription.
  • Every team member belongs to at least 1 team.

Troubleshooting

"{name} already has a Fluent account, so this invite can't create another. Inviting an existing account to this role isn't available yet."

Fluent allows 1 account per email address, for every role. Invite the person with an address that has no Fluent account.

The person sees "Invitation not available."

The invite link is older than 30 days, was revoked, or was already used.

  1. If the person's row shows Revoked, open its ⋯ menu and click Reactivate Invite first.
  2. Open the ⋯ menu on the person's row and click Resend Invite.

"Team member limit reached for your current plan."

Reactivating someone would put your agency over its team member limit. Deactivate someone else or revoke a pending invite first, or ask the Owner to change the plan.

A menu item is greyed out

The row is your own, or the person is ranked at or above you. Ask someone ranked above them to make the change.