Invite and manage team members in ClearPolicy

Invite team members to your ClearPolicy organization, assign roles, scope Group Managers to groups, and transfer organization ownership.

Use this guide when you want to give someone on your staff access to ClearPolicy.

In ClearPolicy, a user is an internal team member who can sign in and work inside your organization. A person is someone who receives requests and does not sign in. Team roles apply only to users.

Choose the right role first

Before you send an invitation, decide what level of access this person needs.

Role	Best for	What they can do
Owner	The primary person responsible for the account	Full access, including organization settings, billing, member management, and Planning Center sync management
Administrator	Trusted staff who need administrative access	Manage settings, billing, import history, members, people, groups, documents, and requests
Group Manager	Staff who oversee specific teams, departments, or locations	View assigned groups and manage follow-up work for those groups

You cannot invite a new Owner through the normal invite flow. Only an existing owner can transfer ownership to an existing Administrator.

Invite a team member

1. Open the members page

   Go to Settings and select Members.

2. Click Invite Member

   Click Invite Member to open the invitation form.

3. Enter their email address

   Use the email address the person will use to sign in to ClearPolicy.

4. Choose a role

   Select Administrator or Group Manager.

5. Assign groups

   If you selected Group Manager, choose the groups this person should oversee.

6. Send the invitation

   Review the role one more time, then send the invitation.

Only owners can invite or assign Administrator. Administrators can invite Group Manager users, but not other administrators.

What each role means

Owner

Owners have the highest level of access. They can manage organization settings, billing, import history, invitations, and member changes. Owners are also the only team members who can manage Planning Center sync settings.

Administrator

Administrators can handle most organization administration tasks, including settings, billing, import history, invitations, member removal, people, groups, documents, and requests. They can assign the Group Manager role, but they cannot assign Administrator.

Group Manager

Group Managers are for staff who should oversee compliance for specific groups only. They can open assigned groups, review group compliance, send missing requests, nudge reminders, and view activity for requests in those groups.

Group Managers do not have organization-wide access. They cannot manage organization settings, billing, import history, reports, team members, the full people list, or the full documents list. They also cannot create, edit, or delete groups, people, or documents.

Update a member’s role or groups

Owners and administrators can update team membership from Settings > Members.

1. Open the member menu

   Find the member and open the actions menu.

2. Click Manage membership

   Click Manage membership to edit the person’s role.

3. Choose the role

   Select Administrator or Group Manager. Owners can also transfer ownership to an administrator.

4. Update assigned groups

   If the person is a Group Manager, choose the groups they should oversee.

5. Save your changes

   Click Save changes.

You can also assign Group Managers from a group’s Settings (gear in the header). This is useful when you are already working inside the group.

Transfer organization ownership

Only the current owner can transfer ownership. Ownership can only be transferred to an existing Administrator.

1. Make the person an administrator

   If needed, update the person to Administrator first.

2. Open Manage membership

   On Settings > Members, open the administrator’s actions menu and click Manage membership.

3. Select Owner

   Choose Owner as the new role.

4. Confirm the change

   Review the warning, then save the change.

When ownership is transferred, the selected administrator becomes the owner. The previous owner becomes an administrator.

What happens when they accept

When someone accepts the invitation, they join your organization with the role you selected. They must sign in with the same email address that received the invitation.

If the invitation is for a Group Manager, the group assignments are applied when they accept the invitation.

If the invitation is expired or has already been used, it cannot be accepted.

Common issues

Why can’t I invite an administrator?

Only owners can assign the Administrator role.

Why can’t I invite an owner?

The normal invite flow only supports Administrator and Group Manager. To make someone an owner, invite them first, make them an administrator, then transfer ownership.

Why can’t I transfer ownership?

Only the current owner can transfer ownership, and the new owner must already be an administrator.

Why can’t this person accept the invite?

Make sure they are signing in with the same email address the invitation was sent to. Invitations also expire after 7 days.

Why can’t I remove this member?

Group Managers cannot remove other members. The last remaining owner also cannot be removed or downgraded.

Why can’t I change my own role?

ClearPolicy does not allow users to change their own role.

Why can’t a Group Manager see a group?

Group Managers only see groups assigned to them. Add the person to the group from Settings > Members or from the group’s Settings (gear in the header).

If someone is already a member, do not invite them again. You also cannot create a second pending invitation for the same person.