Managing your team in Vinyl is simple. Whether you're onboarding a new team member or updating access, it's easy to manage your team from your dashboard.
Note: Members and Invitations used to be two separate tabs. They're now combined into a single Members tab, so you can see your team and any pending invites in one place. You'll find it under Settings › Firm › Members.
Add a team member
On the upper right-hand corner of your Vinyl dashboard, click your initials then Settings.
Under Firm, open Members and click Invite Members.
Enter the email address of the person you'd like to add. If you're a Master Admin, choose their access level (Team Member, Manager or Master Admin), then hit Invite.
If you're a Manager, your invite goes out straight away and the person joins as a Team Member.
They'll receive an email with instructions to join your Vinyl team. Their invite shows as pending under the Members tab until they accept, visible to the whole team, not just admins.
Invite expiration: the invite link and temporary password are valid for 24 hours. If the invite isn't accepted within that time, it will stop working and a new one needs to be sent. To resend an invite, go to Settings › Firm › Members, click the three dots (⋯) next to the person's name, choose Rescind, then send a new invite. This generates a fresh link and temporary password.
Remove a team member
On the upper right-hand corner of your Vinyl dashboard, click your initials then Settings.
Under Firm, open Members. Find the team member you want to remove, open the ⋯ menu on their row and choose Remove Member. Confirm when asked. This will permanently remove the team member from your Vinyl team.
Note: Master Admins can remove anyone on the team, except the firm's only Master Admin. Make someone else a Master Admin first. Managers can remove Team Members, while removing a Manager or Master Admin is left to a Master Admin.
Change a team member's access level
Any Master Admin can update anyone's access level to Team Member, Manager or Master Admin. There's no limit on the number of Master Admins or Managers a workspace can have. Not sure which to choose? See Access levels in Vinyl.
To change someone's access level:
On the upper right-hand corner of your Vinyl dashboard, click your initials then Settings.
Under Firm, open Members and find the person you want to update. Open the ⋯ menu on their row, choose Edit and pick their new access level from there.
The change takes effect immediately. To take away Master Admin or Manager access, follow the same steps and choose a different access level from the dropdown menu.
Managers can see everyone's access level on the Members tab, but changing access levels is left to Master Admins.
Can't see Invite Members or Remove Members as a Master Admin? This can happen after a sign-in hiccup. To sort it out:
Sign out of Vinyl.
Sign back in using the method you usually use (e.g., "Sign in using Xero").
Your Master Admin options should then reappear.
Change a team member's sign-in email
Open the member in Members and click Change email. To move everyone from an old domain to a new one, click Change email domain. The member confirms the change from a link sent to their new address, within 24 hours.
Reset a team member's password or MFA
Any Master Admin can help team members with their password and MFA in Vinyl.
Sign-in help
Click your initials in the top right corner of the Vinyl dashboard, then click Settings.
Under Firm, open Members. Choose Sign-in help next to their name. If they use a password, click Send reset email. If they haven't accepted their invite, click Send fresh invite. If they sign in with Xero or another provider, ask them to use that sign-in button.
Reset MFA
Click your initials in the top right corner of the Vinyl dashboard, then click Settings.
Under Firm, open Members, find your team member's name and click Reset MFA.
After that, your team member just needs to log out and back into Vinyl, and they'll be prompted to set up MFA again.
Important things to remember:
Team invites and temporary passwords are valid for 24 hours. If one isn't accepted in time, a fresh invite can be sent from the Members tab.
There's no limit on the number of Master Admins or Managers, add as many as your firm needs.
Master Admins and Managers can invite people and remove Team Members. Only Master Admins can change access levels or remove a Manager or Master Admin.
Every firm needs at least one Master Admin, so Vinyl won't remove the last one.
Team members share the same hours and access based on your subscription.
If a new user sees a "trial expired" message, it's likely they haven't accepted their invite yet.
Two-factor authentication (2FA) is mandatory for all Vinyl accounts.
Vinyl may appear under an alternate name, such as "Amazon Cognito," in authenticator apps.
Everyone on the team can see their own pending invite status under the Members tab.
Master Admins can also update meeting or bot images.
Need help with anything? Chat with us below.