> For the complete documentation index, see [llms.txt](https://portavi.gitbook.io/portavi-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://portavi.gitbook.io/portavi-docs/settings/team-members.md).

# Team members

**Settings → Team members**, for PMO managers. Covered in full in [Inviting your team](/portavi-docs/getting-started/inviting-your-team.md). This page is the reference.

<figure><picture><source srcset="https://4189291014-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fx6fERvLd0cQQBYlynE5O%2Fuploads%2Fgit-blob-875cb0a5bd026c54f4b84a14d5404ef3464c113a%2Fsettings-team-dark.png?alt=media" media="(prefers-color-scheme: dark)"><img src="https://4189291014-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fx6fERvLd0cQQBYlynE5O%2Fuploads%2Fgit-blob-16c0044d29bdeab17b8afb024e8410e1aac713dd%2Fsettings-team.png?alt=media" alt=""></picture><figcaption></figcaption></figure>

## The list

Active members and pending invitations appear together. Each row shows the person's name or email, their role badge, and, for invitations, the date sent and a `pending` marker.

The search box filters across names, emails and roles at once.

## Actions

| Action          | Applies to          | Does                                 |
| --------------- | ------------------- | ------------------------------------ |
| **Change role** | Members             | Assigns a different role             |
| **Remove**      | Members             | Removes them and frees their seat    |
| **Resend**      | Pending invitations | Sends the email again                |
| **Cancel**      | Pending invitations | Withdraws it; the link stops working |

## The ownership guard

Changing a role or removing a member is blocked if it would leave them owning work their new role cannot hold: a portfolio manager who still owns portfolios, or anyone being moved to executive while owning anything.

Portavi names what needs reassigning. Move that work to someone else, then retry.

This exists because access follows ownership, not role name. Leaving someone as the owner of something their role cannot own would create work nobody can edit.

## Synced members

Below the Users list sits **Combined members**: the people your PM tools sync, who mostly have no Portavi login. The same human often arrives as several identities (a Jira account, an Asana account), and combining them makes one person whose work rolls up across tools. Three routes:

* **Automatic**: identities sharing a PM tool user id are merged on sync without asking.
* **Suggested**: likely duplicates surface in a ribbon at the top of the app; **Review** walks through them one group at a time.
* **Manual**: **Combine members** opens a searchable list to pick from by hand.

A combined member has a display name and role you set, and each identity keeps its tool's logo so the merge stays legible. **Edit** reopens the same dialog with an Uncombine action. The avatar or the name opens the person's [profile](/portavi-docs/tracking-delivery/member-profile.md).

### Linking a Portavi user

A workspace user can be combined with synced identities exactly like two synced identities: the account is one more identity of the person.

<figure><picture><source srcset="https://4189291014-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fx6fERvLd0cQQBYlynE5O%2Fuploads%2Fgit-blob-2142e6290a29a64963a57eab8921749d4a3cad74%2Fmodal-combine-members-dark.png?alt=media" media="(prefers-color-scheme: dark)"><img src="https://4189291014-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2Fx6fERvLd0cQQBYlynE5O%2Fuploads%2Fgit-blob-ed72681a83bd9e0cd135f16bdcd3843a13c3281a%2Fmodal-combine-members.png?alt=media" alt=""></picture><figcaption></figcaption></figure>

* The ribbon suggests a synced member against a user on the **same name**, or the **same email** where the tool syncs one (ClickUp and Azure DevOps do; Jira, Asana and Monday do not).
* Two Portavi users are never suggested against each other: two accounts with the same name are two accounts.
* In the manual dialog, users are listed beside synced members with their email and role, marked with the Portavi logo.

Once linked, the person appears on [Capacity](/portavi-docs/tracking-delivery/capacity-planning.md) with the account's photo and role colour, their overdue and due-today tasks appear on the user's own [My Focus](/portavi-docs/tracking-delivery/my-focus.md), and their profile shows the account and the tool work together. Removing the user from the workspace removes the link.

### Photos

Synced members show the photo their tool holds for them: Jira, Asana, ClickUp and Monday. A tool with no real photo sends a generated initials tile; Portavi filters those out and draws its own initials instead, coloured consistently for that person on every page. Azure DevOps only serves photos behind its sign-in, so DevOps members always show initials. A linked account's own Portavi photo takes precedence.

## Seats

Seats are counted twice: when inviting (members plus outstanding invitations) and when accepting (members only). This stops an old invitation from overfilling your pool after a plan change.

Executives never consume a seat.

See [Plans and billing](/portavi-docs/settings/plans-and-billing.md).