Add and Remove Office Members

Riley
Riley
  • Updated

Once your virtual office is set up, it's time to add the best part: the people! 

This guide will explain how to manage Members in Office Spaces. To learn more about inviting guests to the office, click here. For guidance on managing Members and Guests in Conference Spaces, click here

Overview of Office Members vs Guests

Members of an Office Space on Gather can use features like recording meetings, claiming desks, and using the Mapmaker. If you limit access to your Space (such as requiring a password), Members will also bypass those restrictions for easier access. 

Guests cannot use advanced features and will need to abide by any access settings you set. 

Both Members and Guests count toward your Space Capacity. Read our Pricing Overview to learn more about Space Capacity and picking a plan. 

Pick a Move-In Plan

If you're onboarding your team to Gather for the first time, the real secret to success is to coordinate an intentional move-in plan with the help of other leaders in your organization. These could be people managers, the leadership team, or individual contributors who contribute highly to the culture of your team. 

Add this group as Members first and make sure they understand the basics of using Gather. Then they can help you onboard the rest of the team. 

When you're ready to onboard everyone else, work with your group to pick your move-in plan. We typically recommend one of these two approaches: 

  1. Share a single Invite URL to everyone on the team at the same time. Best for enthusiastic teams who want to figure out Gather all together at the same time.
  2. Send individual invites with desks pre-assigned. Best for simplifying the onboarding process and ensuring the office gets set up in a logical way. 

The last piece of the rollout puzzle is to consider how large your team is. If you're onboarding more than about 30 people, you may want to consider a staggered rollout plan in which you split your organization into groups and onboard them one at a time. For example, by department or time zone.

If you decide to take a staggered approach, assign a lead on your team who will be in the space at the time that each group onboards. That way, there's always someone available to help answer questions, and show people around.

Need help onboarding your team? Reach out to us. We'd be happy to help!

No matter what strategy you choose, the most important thing is to make sure people join the office together. The faster they realize how easy it is to have quick unplanned conversations, the faster your team will fall in love with Gather.

Add Members to Your Office

When you invite a new Member to your Office, you can choose to pre-assign a desk or not. 

  • Pre-assigning a desk is best if you know the exact spot where your teammate should sit and you want to remove a step from their onboarding process
  • Not pre-assigning a desk is best if you want to give your teammate the option to choose their own spot in a desk pod

To invite a Member with a pre-assigned desk: 

  1. Hover over the desk and click Invite Team
  2. Choose whether you want to invite them by email or link
    1. For Email: Enter their email address and click Send Invite
    2. For Link: Click to copy the link and paste it in your message to your teammate
  3. That it's! The video above will show what happens after they accept their invite

To invite a Member without a pre-assigned desk: 

  1. Open the Participants Panel from the bottom navigation bar
  2. Click the Invite button at the top
  3. Choose whether you want to invite them by email or link
    1. For Email: Enter their email address and click Send Invite
    2. For Link: Click to copy the link and paste it in your message to your teammate
  4. That it's! The video above will show what happens after they accept their invite

Inviting multiple people? You can either enter multiple email addresses and they'll each receive their own invite or send a single invite URL to multiple people. 

Remove Members from Your Office

To remove a Member from your office, you need to be an Admin of the space. 

  1. Click the Main Menu button in the bottom navigation bar and open Settings
  2. Click the Space tab at the top and Manage Members on the left
  3. Find the Member you want to remove and click the three dots
  4. Select Remove Member. This will immediately change their user role from a Member to a Guest. 

If the Member is currently active in the office, they'll remain in the Space as a Guest. To immediately remove them from the space, you can Block, Kick, or Ban them.

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