Managing Members and Roles

Learn how to create spaces, manage memberships, and request access to spaces in Pivot.

Spaces are the backbone of collaboration in Pivot, offering flexible environments for teams, communities, and projects. Managing members and roles is key to maintaining an organized and productive space. Below, we outline the processes for creating and accessing spaces, managing memberships, and utilizing space actions and analytics.

Creating a Space

Step 1:

Click Create new space on the sidebar menu.

Step 2:

Fill in the space information and click Next:

• Choose an organization.
• Select the type of space: community, course, knowledge, project, team, other.
• If Other is selected, provide a custom type.
• Add an icon, name, description, and tags.

Step 3:

Add a cover photo and click Next.

Step 4:

Choose a template or skip this step and click Next.

Step 5:

Add members to the space and click Next.

Accessing Spaces

Accessing a Space Without a Shared Link

1. Switch accounts: Ensure you are logged into the correct organization account.
2. Contact the space owner: Request access directly from the space owner.

Note: Visibility of spaces may depend on organizational settings.

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Requesting Access to a Space

If you are an organization member, have the shared link, or the space allows public requests:

Step 1:

Click Send an access request.

Step 2:

Write a message (optional) and click Send request.

Note: You will receive an email notification regarding the response.

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Joining a Space Directly

If the space settings allow direct joining, click the Join space button to access it.

Managing Space Members

In the Members tab of the space settings, you can easily view, manage, and organize your members based on roles, status, and membership tiers.

Adding New Members

The Add new member button, located at the top-right corner of the screen, enables you to invite and manage members efficiently. When clicked, it provides three options:

• Invite to space: Send direct invitations to specific users to join the space.
• Bulk add members: Add multiple members simultaneously, streamlining large team or group onboarding.
• Copy from space: Copy existing members and their roles from another space within the same organization, ensuring consistency and saving time.

Managing Groups in Spaces

The Groups tab provides a structured way to organize space members into specific teams or categories. Each group includes the following details:

• Group name: The designated name for the group (e.g., Courses).
• Roles: The assigned roles within the group, such as Architect, which define permissions for group members.
• Member since: The date members joined the group.
• Members: A visual representation of group members through avatars for quick identification.

Adding New Groups

Admins can use the Add new group button to create and manage groups within the space, allowing for better organization and role delegation.

Managing Space Access Requests

The Requests tab allows space admins to review and manage incoming access requests. Each request displays the following:

• Name: The name or email address of the requester.
• Request Sent: The date and time when the request was submitted.
• Message: Any optional message provided by the requester explaining the purpose or context of their request.

Admins can choose to:

• Accept: Grant access to the requester.
• Decline: Deny access to the requester.

This tab helps maintain control over who can join the space while providing visibility into pending requests and their context.

Managing Invites

The Invites tab in the space settings displays all pending invitations sent to potential space members. Each row shows key details:

• Name: The invited member’s name or email.
• Invite sent: The date the invite was issued.
• Role: The role assigned to the member upon joining (e.g., Architect, Assistant).
• Message: Any custom message included in the invite.

From this tab, you can:

• Resend invites: Click the refresh icon next to an invite to send it again.
• Edit or remove invites: Click the three dots next to a pending invite to Edit or Remove it.

Editing Space Members

To edit an existing space member or update their roles:

1. Find the member you want to edit and click the three dots next to their name.
2. Select Edit from the dropdown menu to open the Edit member window.

In this window, you can:

• Assign or update the title (e.g., Primary Teacher, Lead Facilitator).
• Change the membership tier (e.g., Premium, Pro Member).
• Update the member’s roles: Select from existing roles or add a new role.

Creating a Space Role

Custom space roles in Pivot allow you to assign specific permissions to members, giving you flexibility and control over what users can access and manage within a space.

The Create new role window lets you tailor roles for your space members, ensuring they only have the permissions needed for their tasks.

Configuring a Role

In the Create new role window, you can:

• Icon: Assign an icon to visually identify the role.
• Name: Enter a name for the role (e.g., “Knowledge” or “Project Lead”).
• Type: Choose the role type (e.g., Full, Limited).

Permissions

The following permissions can be assigned:

• View space settings
• Edit space settings
• View space analytics
• View space members
• Change space members
• View all blocks
• Edit all block structure and content
• Access hidden blocks
• Send messages and comment
• Educator access