Members are the users within your EVO organisation. Effective member management ensures your team has the right access to products, features, and information they need to work efficiently.
As an administrator, you can control everything from who can view the company hierarchy to assigning specific product roles and features. This centralised approach means you can invite users, set their permissions, manage their organisational structure, and maintain their profiles all from one place in EVO.
This article will guide you through all aspects of member management, from initial setup to day-to-day administration.
Organisation Member Settings
Before inviting your team, it's worth configuring your organisation-wide member settings. These control what all users can see and do within EVO.
How to edit organisation member settings:
Click your name in the top right hand corner of your EVO dashboard
Select Organisation settings
Select Members options
From here you can enable or disable:
Allow all users to see members - Lets users see all other users in your organisation
Note: This is always available for administrators
Allow all users to view hierarchy - Lets users view the company hierarchy that has been set up in your EVO account
Allow users to edit their names
Note: This is always enabled for administrators
Hide users email addresses - When users view other members' profiles, their email addresses are hidden
Note: Administrators can always see emails
Allow users to hide their email addresses - Gives users the option to hide their emails if they'd like to
Inviting Your Users
You can add members individually, which is especially helpful for teams gradually transitioning onto EVO.
💡 Note: Most team members should be added as Users. Admin permissions should be limited to a select few.
How to invite users:
On your dashboard, head to the Members section
Click Add to start adding your users
Choose to add users by email address (recommended) or username
Add members one at a time or in bulk
💡 Important: Adding members doesn't automatically grant them access to Trail, Policies & Procedures, the Notification Feed, or Copilot (unless these permissions were enabled during a bulk import).
Access to products such as Trail or Policies & Procedures is managed through Roles, whilst access to features like Copilot and Feeds is controlled through Features. Both can be assigned in bulk for faster setup and easier management.
Additional setup for Trail users:
Whilst members must be added through EVO, you still need to navigate to the Users page within Trail to assign roles and site access. This step is essential to ensure proper permissions and functionality.
To make this easier, there's a filter for 'Unassigned' on the Users page, and you can assign Roles and Sites in bulk.
View Member
The View member option shows you a summary including:
Who the user reports to
Who reports to the user
Which products they have access to
Their roles within those products
Think of it as a quick overview of everything about that user in one place.
Managing User Hierarchy
You can set up your organisational chart by assigning reportees and managers to your members. This matches your business structure and helps users understand reporting lines.
Users can see who they report to and who reports to them by heading to their Members page, selecting themselves, and clicking 'View hierarchy' (unless you've disabled this in your Organisation Settings).
View hierarchy:
Click the Members icon, then click the member you want to view
Click the Show member in hierarchy view icon
Assign a reportee or manager:
Click the Members icon, then click the three-dot menu for the relevant member
Click Assign to a Manager or Assign to a Reportee, as required
Select the relevant Manager or Reportee from the list, then click Assign
Click Confirm
Manage Member Tags
You can create tags in EVO to describe attributes of individuals, such as skills, hobbies, qualifications, accreditations, and work experience. Tags make it easy for users to search for the right colleague to collaborate with.
Learn more about creating tags in EVO here [Placeholder]
Assigning tags to users:
Once your tags are created, you can assign them to users:
Select the user from the Members section
Click the three-dot menu and select Manage tags
You'll see your list of tag categories (e.g. Department or Office)
Type into each category field to search for a tag, or select the dropdown to bring up the list
Select the tag to apply to the user
Click Save changes, then Confirm
Manage Roles
This is where users receive their permission level or role for the products available to your organisation. If you choose, they can have 'No Access' to a particular product.
How to manage member user roles:
Head to the user in the Members section
Select Manage Roles
Select the dropdown next to the product you'd like to edit the user's access for and choose the role
Click Save changes
💡 Note: If the user didn't previously have access to Trail and was assigned a role here, they'll have access to Trail from their Access Button menu and will be able to log in using the 'Continue with Access' button on the Trail login page.
Manage Member Roles in Bulk
As well as using an import to update members' roles in bulk, you can select multiple users from the members area and apply updates in bulk.
How to manage roles in bulk:
Navigate to the members area (icon with two heads at the top right)
Search for the members whose roles you'd like to update:
Select all without searching by clicking the two ticks to the right of the filter symbol
Search filter by tag if you'd like to update, for example, all staff in a specific location
Select a user and then perform a new search to add to the list of users to update
Select each member by clicking the tick at the top left of their name card
Tip: Click the first member in a list, then whilst holding Shift, click the last member to select these two members plus everyone in between
Click Add in the Actions panel on the right
Click Assign product role
Select appropriate Product name from the dropdown
Select appropriate Role from the dropdown (Note: Some products may require you to complete a user's setup from within the product itself before you can assign a role)
Click Assign
Whilst you have this group selected, you can repeat the above steps to perform multiple actions in one go
Click Apply at the bottom of the Actions panel on the right
Click Confirm
Click Close
Manage Features
Manage your team's access to EVO features using the 'Manage Features' setting. This enables your users' access to Copilot and Feeds.
How to manage member features:
Head to the user in the Members section
Select Manage Features
Select the level of access to the feature the user should receive
Click Save changes
Change Email Address
There may be times when the email address for a user's profile needs to be changed or updated. As an Administrator in EVO, you can do this by following these steps.
How to change a member's email address:
From the home page, click the Members icon
Search for the relevant user, then click the three-dot menu on their contact card
Click Change email address, then enter the new email address
Click Change
💡 Important: After the change is made, the user will use the previous email address when first logging in. Once confirmed, the new email address will be used to log in in future.
Deactivate a User
When a team member leaves or no longer needs access, you can deactivate their account.
How to deactivate a user:
Click the Members icon, then search for the relevant user
Click the three-dot menu, then click Deactivate
💡 Note: This will automatically archive the user in Trail EVO.
Reactivate a User
If you need to restore access for a previously deactivated user, you can reactivate their account.
How to reactivate a user:
Click the Members icon, then click the filter icon
Select the Include deactivated checkbox
Click the three-dot menu for the relevant user
Click Activate, then click Yes
Ensure that you've granted the reactivated user the relevant permissions (e.g. user or administrator)
💡 Note: Reactivated users don't receive an email notification. You can resend the signup email as required.
Delete a Pending User
If someone hasn't yet accepted their invitation and you need to remove them, you can delete pending users.
How to delete a pending user:
Click the Members icon, then click the filter icon
Select the Include Pending checkbox
Click the three-dot menu for the relevant user
Click Delete pending member
Accepting an Invitation
Before you can sign into EVO, your EVO admin needs to create an account for you and send you a sign-in email.
How to accept your invitation:
Check your email for the invitation
Click Join
Create a password
Click Set my password
Enter your password, then click Sign in
Troubleshooting
A user can't access a product after I've added them
Remember that adding a member doesn't automatically grant product access. You need to assign roles through 'Manage Roles'. For Trail specifically, you may also need to assign roles and site access within Trail itself.
Changes I made to a user aren't showing
After making changes, ensure you've clicked 'Save changes' and 'Confirm'. If issues persist, try refreshing your browser.
I can't find a specific user
Use the filter icon in the Members section. You may need to select 'Include deactivated' or 'Include pending' depending on the user's status.
A user's new email address isn't working
Remember that after changing an email address, the user must first log in with their old email address. The new email address will be used for all subsequent logins.
Bulk role assignment isn't working for some users
Some products require you to complete a user's setup from within the product itself before you can assign a role in EVO. Check the specific product's requirements.