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Managing Members

Invite members, assign roles, and manage availability.

Pro Tip
Use participation modes to keep inactive members in your Moot without affecting scheduling. Set them to "Never Available" instead of removing them.

Member Overview

Members are the heart of your Moot. They can respond to events, participate in discussions, and contribute to the group's scheduling patterns.

Inviting Members

Email Invitations

Send direct invitations:

  1. Go to the Members tab
  2. Click Invite Members
  3. Enter email addresses
  4. Add a personal message (optional)
  5. Send invitations

Invitees receive an email with a link to join your Moot.

Invite Links

Share a reusable join link:

  1. Go to Settings > Invitations
  2. Copy the invite link
  3. Share via chat, social media, etc.

Invite links:

  • Expire after 7 days by default
  • Can be regenerated at any time
  • Respect your join approval settings

Member Roles

Every member has a role that determines their permissions:

Moot leader

The person who created the Moot:

  • Full control over all settings
  • Can promote others to Moot admin
  • Can delete the Moot
  • Cannot be removed

Moot admin

Trusted members with elevated permissions:

  • Create events, and help run the Moot's events (see Running an Event Together)
  • Approve new members
  • Pin/lock discussions
  • Manage member availability
  • Cannot delete the Moot

Member

Standard group participants:

  • Respond to events
  • Create discussion posts
  • Upload documents (if enabled)
  • View group content

Promoting/Demoting

Owners can change member roles:

  1. Go to Members tab
  2. Click the menu on a member
  3. Select Change Role
  4. Choose the new role

Participation Modes

Not all members are equally active. Participation modes help manage this:

ModeDescriptionUse Case
ActiveManages their own availabilityDefault for most members
Admin ManagedAdmin sets their availabilityInactive members, proxies
Always AvailableAssumed available for all timesFlexible members
Never AvailableExcluded from schedulingOn hiatus, inactive
Default ScheduleUses their global availabilityMembers with consistent schedules

Changing Modes

  1. Go to Members tab
  2. Click the member's name
  3. Select Participation Mode
  4. Choose the appropriate mode

Member Availability

Each member can have customized availability within the Moot.

Availability Hierarchy

EventMoot uses a three-level system:

  1. Global User Availability - Base schedule set in user settings
  2. Group Availability Rules - Moot-wide exceptions (holidays, breaks)
  3. Member Availability - Individual overrides per member

Higher levels override lower levels when calculating availability.

Setting Availability Rules

Rules can be:

  • Weekly recurring - "Available Tuesdays 7-9 PM"
  • Monthly patterns - "Unavailable first weekend"
  • Specific dates - "Away Dec 20-Jan 2"
  • Time-specific or all-day

Admin Overrides

Admins can set member availability when:

  • Member hasn't set their own schedule
  • Member is in "Admin Managed" mode
  • Temporary changes are needed

Overrides are tracked in an audit log with:

  • Who made the change
  • When it was made
  • Reason (optional)

Member Limits

Member capacity depends on your tier. Each plan's members-per-moot limit is shown on the Pricing page.

Removing Members

To remove a member:

  1. Go to Members tab
  2. Click the menu on the member
  3. Select Remove from Moot
  4. Confirm removal

Removed members:

  • Lose access immediately
  • Their past responses are preserved
  • Can be re-invited later
  • Are notified of removal (optional)

Timezone Handling

Members may be in different timezones:

  • Each member's timezone is displayed based on their profile settings
  • Time slots show in viewer's local time
  • Availability is calculated correctly across zones