Managing the team
For centre leads. How to invite counsellors and the office, approve people, change roles and remove someone from your centre.
Who belongs to your centre
In “Manage centre”, the “Team” card shows everyone at your centre with their role. For each person it shows what is currently happening:
| Note | What it means |
|---|---|
| “Invitation pending” | The person has not yet chosen their password. |
| “invited, not yet accepted” | The person already had an account. They accept the invitation in their workspace. |
| “wants to join the centre” | The membership is waiting for your confirmation. |
| “awaiting approval” | The person belongs to the centre but has not yet been approved. They do not appear in the directory yet. |
| “approved” | The person is approved. Next to it, it says “Page visible” or what is still missing. |
You also see who has a licence and how many open rooms someone is handling. Less common actions are found for each person under “Manage”.
Inviting someone
Via “Invite someone” you enter a name, email address and role. You can choose “Counsellor” or “Office”. What the roles can do is explained in Setting up your centre.
If the address is new, the person gets an email with the “Set password” button. The link is valid for 7 days. If it has expired, “Resend invitation” sends a new one. If the person opens the old link, they see “The invitation has expired” and which centre lead they can ask, starting with the person who invited them. If the person already has an account, they see the invitation in their workspace and accept or decline it there.
After that everyone sets up two-factor sign-in, including the office. How this works is explained in First steps as a counsellor.
If someone shows “wants to join the centre”, click “Confirm”. The person then belongs to your centre.
Approving counsellors
New counsellors first upload a photo. Until then they show “You can approve once there is a photo.” Once the photo is there, the “Approve” button appears. With it you confirm that the person has the necessary qualifications. The platform operator can also approve.
The platform operator publishes the counsellor profile. Only then does the person appear in the directory. If something is still missing, the team list shows you, for example “Page: not yet published”.
The office needs neither a photo nor approval.
Changing roles
Under “Manage”, “Make centre lead” turns a counsellor into a centre lead. “Make counsellor” changes it back. This works once the person has accepted their invitation. So to add a second centre lead, you first invite them as a counsellor.
Your centre always needs at least one centre lead. If you are the only one, you cannot give up your role. If there are several, you can make yourself a counsellor. After that you no longer see “Manage centre”.
You cannot change the “Office” role yourself. If someone from the office is to counsel or the other way round, contact the platform operator via Contact.
Removing someone
Under “Manage” you find “Remove”. The person then no longer belongs to your centre, but their account remains. If they had a licence, it becomes free but stays booked. How to reduce licences is explained in Licences, invoices and trial.
If the person still has open rooms, hand them over to a colleague first. Otherwise you get the message “First hand over the open rooms to a colleague, then remove.”
Closed cases stay with your centre. They are then listed under “Cases without a counsellor” until you hand them over to someone. How to do this is explained in Handing over cases.
If someone never accepted the invitation and does not belong anywhere else, the empty account is deleted along with the removal. You cannot remove yourself.
Tip: If someone is only away for a longer time, for example on parental leave, hand over their open rooms and keep the person in the centre. They can then carry on later without a new invitation.
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