Managing members

The members page

The Organization page is split into sections: General, Members & permissions, Calendar, Taxes, Contacts & documents and AI & assistants. At the top you pick the section, below it the page — Members, Groups, Permissions, Roles and Permission check sit in Members & permissions, each with its count after the name. On a phone, tapping the section opens a list of all sections; the pages sit in one row you swipe sideways. You only see sections where you may open at least one page.

The page has two panes: on the left you search and pick a member in a list — grouped into active members, open invitations and deactivated ones. On the right you open the selected member's details and manage them there: change the type, transfer ownership or deactivate. Use “Invite member” at the top right, next to the pages of the section, to bring someone new in — by invitation or created directly. On a phone the button reads just “Invite”; next to it you see how many members are active and how many are invited.

Inviting members

“Invite member” at the top right opens an invite panel. There you enter one or several email addresses at once — type and confirm with Enter or comma, or paste a whole list; each address becomes a chip. Bricksta flags invalid addresses and people already invited and skips them. Pick one shared role for everyone and invite them together.

Each person gets an email with a link. After signing in with exactly that email address, it leads to a dedicated join page: there they see the organization, who invited them and their role, and join with “Join” — they then land straight in “My work” and show up for you as an active member. Nobody has to create an account first: anyone without one enters the invited address on the sign-in page, gets a code because of the invitation, then only gives their name and joins — no password needed. If the page is closed or reloaded in between, the invitation stays open: the next time they open Bricksta, they land on the join page again and can join there.

On the join page the person can also decline the invitation; your list then shows it as “Declined”. Invitations are valid for 14 days — the page recognizes an expired one and asks for a new invitation. If someone signs in with a different address than the invited one, the page says so and offers to sign in with the right account. If the email could not be sent, Bricksta tells you when inviting and puts the link on your clipboard so you can pass it on yourself.

Creating a member directly

For internal test or special cases you can, in the same panel under “Create member directly”, also create a person directly with email and password instead of inviting them — they can sign in immediately. Use this deliberately and treat the credentials as confidential.

An account created this way stays “managed”: its details show a Master data section where you can change this person's name, login email and password afterwards. Invited or self-registered members deliberately don't have this section — they manage their own credentials.

Seats and contract

Bricksta is billed per seat. Every active person with their own login takes a seat, whatever their type. Guest links, the customer portal, external approvers, AI agents and automations take no seat; a deactivated member frees up their seat. An open invitation holds its seat until it is accepted or expires.

If a seat contract is on file for your organization, the header of the members page shows where you stand, for example “8 in use + 2 reserved of 10” and next to it “Contract year until 31/12/2027”. If only one seat is left, none is left or the contract is exceeded, it also says so in words. When inviting, the panel tells you what the invitation changes, for example “Reserves one seat (8 → 9 of 10)”.

The “License & orders” link leads to a page of its own with purchased, occupied, reserved and free seats, the current contract year, the last cancellation date and the minimum. The contract renews for 12 months unless cancelled three months before the end of the contract year; fewer seats likewise take effect only from the next contract year. People who may manage members or order seats can see the page.

The owner and the people listed there under “Who may order seats?” may order seats. Only these people maintain the list themselves – an administrator without an entry cannot add themselves. Guests, AI agents and managed accounts cannot be added; anyone who is deactivated drops off the list and is not back on it after being reactivated. Every change to the list and every change of owner is announced to all authorized buyers.

After ticking “I am authorized to place a paid order for …” and “Order with obligation to pay”, a six-digit code arrives by email. Only with this code is the order placed; the seats are available right away. All authorized buyers and your company's invoice email get a confirmation email, and the amount will be on the next consolidated invoice. Within 7 days you can return the order in full or in part by email to hallo@bricksta.com, as long as the seats are not in use or reserved for invitations; the days until your email arrives are charged pro rata. If seats were already added in the last hour, the page points this out. For more than 50 seats at once, write to hallo@bricksta.com.

Cancelling and fewer seats: until the last cancellation day, authorized buyers find the buttons “Reduce seats …” and “Cancel contract …” under “Contract”. You set the number with “−” and “+” or type it; the dialog shows right away how many seats remain from the next contract year, the annual amount before and after, and whether more seats are in use today.

Fewer seats apply from the first day of the next contract year and never below the minimum; a cancellation ends the contract at the end of the current contract year, after which no new annual invoice is issued. Both then appear as a line on the page and can be withdrawn until the cancellation day. The person who clicked, all authorized buyers and the billing email each receive a confirmation by email. After the cancellation day, changes are only possible by email to hallo@bricksta.com.

30 days before the last cancellation day and again 7 days before, Bricksta reminds all authorized buyers and the billing email of the renewal, with seats and price for the next contract year.

After a cancelled contract ends, the organization is read-only for 30 days: everyone still sees what they could see before, and owners and admins can export all data. Changing, creating, inviting and ordering are no longer possible — not through forms, the portal, guest links, the mail inbox, integrations or AI either; automations such as reminders, due dates, escalations and scheduled runs pause.

A yellow band at the top shows the end of the contract and the last day for the export; 30 days before the end and at the end, authorized buyers, the billing email and the owners and admins also get an email. After that Bricksta deletes the data. If you want to continue after all, write to hallo@bricksta.com — once Bricksta withdraws the cancellation, everything can be edited again right away.

When all seats are taken — open invitations count too — Bricksta lets no one else in: not by invitation, direct creation, adding an existing account or reactivation. A “No free seat” dialog explains this and offers authorized buyers “Add seats” and everyone else “Send a request to the authorized buyers” (one notification per day). If someone accepts an invitation while no seat is free, the invitation stays open and the company gets a notification; the link works again as soon as a seat is free. Changing the member type, transferring ownership, AI agents and automations are not affected by the limit.

Assigning the member type and ownership

You assign a member type to each member. The type sets the baseline: how much of the organisation someone sees at all, and what they bring with them — for example only collaborate, or also manage templates and settings. Anything beyond that comes from a permission profile (Organization → Permissions), not from a role: a role only says which job someone holds in a case. Via “Make owner” you transfer ownership of the organization to another member. What the individual types may concretely do and how visibility works is explained in the article Permissions and visibility.

Org chart: the reporting line

At the top right you switch between List and Org chart. The org chart shows your organization's reporting line as a tree: who reports to whom (manager → report). This line drives escalations — they can climb several levels up along the managers. A member has at most one manager; members without one sit at the top as roots. AI agents appear with a bot icon.

With the “Manage members/roles” permission you change who someone reports to directly in the chart via a node's ⋯ menu — the same as the “Manager” field in the member details. Setting or removing a manager additionally requires “Manage personnel data”, because the manager sees confidential personnel data and approves requests; without it you only see the field. A person always reports to a person, never to an AI agent. Every change is kept in the person's history. On narrow screens it stays with the list.

Management: who may be without a manager

Only management may be without a manager — the top level of your organization. In the member details you tick “Part of management” for that; the list then shows “Management” in the row. Only people with “Manage personnel data” can set the tick, and never for themselves — not even as owner. Removing a manager only works for people with this tick. Requests from management are approved by another member of management.

Anyone with neither a manager nor the tick is counted at the top of the list as “Manager missing (N)” — active people only, invited people only once they have accepted the invitation. Clicking it shows exactly these members; the member details show the same note. Until then, their requests to the “Manager” are approved by the people with “Manage personnel data”.

Which personnel data you keep for each person, and how, is described in the “Personnel data” chapter.