Team members are separate user profiles that allow other people to work in your Kartra account without sharing your login credentials.
Each team member has their own login email address, password, and assigned role. Their role determines which areas of your account they can access.
Team member profiles are available on supported Kartra subscription plans, including Starter, Growth, Professional, and Enterprise.
Add a team member
Before adding a team member, make sure you have created an appropriate role to control their access. See Create and manage team member roles for instructions.
Click your Profile avatar in the top-right corner of your Kartra account.
Select Team members.
Click Add Member in the bottom-right corner.
Enter the team member's information:
Member role: Select the role that determines their account access.
Public username: Enter a unique username for the team member.
Profile photo: Upload a photo (optional).
First and last name: Enter the team member's name.
Email address: Enter the email address they will use to log in.
Password: Set their initial password.
Click Create to save the profile.
Important: The email address must not already be associated with another Kartra account, team member profile, or affiliate account. Otherwise, Kartra displays an Already existing error.
Team members and contact profiles
When you create a team member, Kartra automatically creates a corresponding contact profile in the Contacts section. This contact profile is linked to the team member's profile.
Updating the team member's email address automatically updates the associated contact profile.
You cannot delete the contact profile while the team member profile is active.
After removing the team member, the associated contact profile can be deleted separately from Contacts.
Removing a team member does not automatically delete their contact profile.
Make sure the team member can access their registered email address, as it may be needed for login verification and account recovery.
Team member usernames
Each team member has a public username composed of their unique username and your account's username.
For example, if your account username is mycompany and you create a team member named joe, their public username will be joe@mycompany. Team members log in using their email address, not their public username.
Edit a team member
You can update a team member's profile information, assigned role, email address, or password.
Click your Profile avatar and select Team members.
Locate the team member you want to update.
Click the pencil icon next to their profile.
Update the relevant information.
Click Save.
Change a team member's email address
Update the email address in the team member's profile and save your changes.
Before making the change, confirm that the team member can access the new email inbox.
Important: Changing a team member's email address may affect their ability to receive email-based multi-factor authentication (MFA) codes. Coordinate with the team member before updating their login email.
The associated contact profile in Contacts is automatically updated when the team member's email address changes.
Change a team member's password
As the account owner, you can manually assign a new password to a team member.
Open Team members from your account menu.
Click the pencil icon next to the team member's profile.
Enter a new password.
Click Save.
Communicate the new password to the team member securely.
The team member does not receive an automatic notification when their password is changed. Changing their password does not affect their existing MFA configuration.
Reset a forgotten password
Team members can also reset their own passwords.
Go to the Kartra login page.
Click Forgot password.
Enter the email address associated with the team member profile.
Follow the instructions in the password reset email.
Create a new password and return to the login page.
If the team member does not remember their registered email address, they can ask the account owner to confirm it.
For additional password reset troubleshooting, see Reset your forgotten password.
Remove a team member
If a team member no longer needs access to your Kartra account, you can remove their profile.
Click your Profile avatar and select Team members.
Locate the team member you want to remove.
Click the Delete icon next to their profile.
Confirm the removal when prompted.
Removing the team member revokes their access to your Kartra account. Before removing someone, make sure they have finished any work in progress.
Log in as a team member
Account owners can log in as a team member to view the account from their perspective or test their assigned role permissions.
Click your Profile avatar and select Team members.
Locate the team member you want to log in as.
Click the Login icon next to their profile.
You will now be logged in with the team member's assigned permissions.
To confirm which profile is active, hover over the Profile avatar in the top-right corner of the dashboard. The active profile's username appears in the tooltip.
To exit the team member's profile
Open the account menu.
Click Sign out.
This signs you out of both the team member's profile and your own account. To return to your owner profile, log in again using your own credentials.