> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/team.md).
# Manage your team
Invite teammates, set their roles and departments, and remove people from a production.
Use the Team page to add people to a production, set their roles and remove them. Open it from **Project > Team** in the sidebar, which shows it to Owners, Super Admins, Managers and Department Heads.
To see what each role can do, select the **Roles & Permissions** card at the top of the Team page.
## Who you can manage
You can give only roles below your own, and you can change or remove only people whose role is below yours. Super Admins can also give the Super Admin role and manage other Super Admins.
| Your role | Roles you can give |
| -------------------- | ------------------------------------------------------------------------------- |
| Owner or Super Admin | Super Admin, Manager, Department Head, Cast and Crew, Card Holder, Payroll Crew |
| Manager | Department Head, Cast and Crew, Card Holder, Payroll Crew |
| Department Head | Cast and Crew, Card Holder, Payroll Crew |
Payroll Crew is offered only when RollCredits payroll is turned on for the production.
{% hint style="info" %}
Nobody can change the Owner's role. Payroll Agents can't be given another role or department, but Owners, Super Admins and Managers can remove them (see [Remove someone](#remove-someone)). If you're a Department Head, you can choose any department when you invite people, but afterwards you can change or remove only people in your own department.
{% endhint %}
## Invite people
1. On the **Manage Team** tab, select **Invite Team Members**.
2. In **Team Member Emails**, type an email address and press Enter. Repeat for each person.
3. Choose a **User Role**. Each role you can give is described under the **Department** field.
4. If you want, choose a department in **Department (Optional)**. When the role is Department Head, this field is required and is labeled **Department**. If there are no departments yet, add one on the **Departments** tab first.
5. Select **Save**.
The role and department you choose apply to everyone in that invite. To give people different roles, invite them separately.
After you save:
* People who don't have a RollCredits login get an email inviting them to sign in.
* People who already use RollCredits are added to the production right away, without a new invitation.
* Everyone you invite gets an email saying they've been added to the production.
{% hint style="info" %}
Inviting someone who's already on the production doesn't change their role or department. If you're a Department Head and leave the department empty, the people you invite join your department.
{% endhint %}
## Resend an invite
1. On the **Manage Team** tab, select the **...** menu at the end of the person's row.
2. Select **Resend Invite**. The person gets the invitation email again.
{% hint style="info" %}
**Resend Invite** appears only for people who haven't accepted their invite yet.
{% endhint %}
## Change a role or department
1. On the **Manage Team** tab, select the person's **Role** cell.
2. Choose the new role from the list.
The change saves right away.
The table also has a **Department** column. To change someone's department:
1. Select their **Department** cell.
2. Choose a department, or choose **--** to clear it.
If you're a Department Head, the list shows only your own department.
{% hint style="warning" %}
A Department Head must have a department. If you make someone without one a Department Head, the change isn't saved until you choose a department in their **Department** cell. A warning note above **Invite Team Members** reminds you.
{% endhint %}
## Add ghost members
Ghost members are people on your team who won't log in to RollCredits.
1. On the **Manage Team** tab, select **Add Ghost Members**.
2. In **Team Member Names**, type a full name and press Enter. Repeat for each person.
3. Select **Save**.
Ghost members:
* Are always added as Cast and Crew. You can't change their role.
* Don't get any email and can't sign in.
* Appear in the table with an email address RollCredits makes up for them, ending in `+ghost-user@rollcredits.io`.
* Start with no department.
* Can be added only once per name. Names that differ only in spaces, punctuation or capital letters count as the same person.
{% hint style="info" %}
If you're a Department Head, you can't manage a ghost member until an Owner, Super Admin or Manager puts them in your department.
{% endhint %}
## Remove someone
1. On the **Manage Team** tab, select the **...** menu at the end of the person's row.
2. Select **Remove**.
{% hint style="danger" %}
**Remove** takes effect right away, with no confirmation step. Super Admins can also remove themselves or change their own role, so check the row first.
{% endhint %}
When you remove someone:
* They lose access to this production and are removed as an approver on it.
* If they were set up for payroll on this production, their payroll setup for it is deleted, including start-work documents and empty timecards.
* If your production uses RollCredits cards, their cards on this production are frozen or their card account access is turned off.
* Their transactions stay on the production.
* Their RollCredits login and their other productions aren't affected.
You can't remove someone who has a timecard on this production with hours entered or with a paycheck. **Remove** is greyed out for them, and pointing at it shows why.
You also can't remove a Payroll Agent who's still the agent for an employee on this production. First clear the **Agent** field for each of those employees on the **Employees** tab of **Payroll > Setup** (see [Add and edit payroll employees](/payroll/setup/employees.md)), then remove the agent.
## Set up departments
Owners, Super Admins and Managers also see a **Departments** tab.
To add a department:
1. On the **Departments** tab, select **Add Department**.
2. Choose a **Department Level**. A **Company** department applies to every production in your company. A **Project** department belongs to this production only.
3. Enter a **Department Name**. Names must be unique across your company, even for Project departments.
4. Select **Save**.
To rename a department, select **Edit** in the **...** menu on its row, change the **Department Name** and select **Save**. To delete one, select **Delete** in that menu, then select **Confirm**.
{% hint style="warning" %}
Renaming or deleting a Company department changes it on every production. Deleting a department can't be undone, and it takes the department off everyone who was in it. Department Heads in a deleted department can't manage anyone until you give them another department.
{% endhint %}
If your sidebar also has a **Departments** section, its departments are separate from the ones on this tab.
## Choose who sees whose transactions
Owners, Super Admins and Managers also see a **Visibility Control** tab.
Each column is a viewer and each row is a teammate. Tick a box to let that viewer see, edit and delete that teammate's transactions. The viewer also sees the teammate's cards and envelopes. Changes save on their own.
Some boxes are always ticked and can't be changed:
* Each person's own box.
* The columns for Owners, Super Admins and Managers, who already see everyone's transactions.
* A Department Head's boxes for people in their department. Pointing at one shows **Sees everyone in their department**.
---
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