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Use this guide when you want to give someone on your staff access to ClearPolicy. In ClearPolicy, a team member signs in and works inside your organization. A person receives document requests and does not sign in. Adding someone on People does not send a login email. Team roles apply only to team members.

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Choose the right role first

Before you send an invitation, decide what level of access this person needs.
You cannot invite a new Owner through the normal invite flow. Only an existing owner can transfer ownership to an existing Administrator.

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Invite a team member

1

Open team members

Go to Settings and select Team members.
2

Invite by email

In Invite by email, enter the email address the person will use to sign in to ClearPolicy.
3

Choose a role

Select Administrator or Group Manager.
4

Assign groups

If you selected Group Manager, choose the groups this person should oversee.
5

Send the invitation

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

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What each role means

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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.

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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.

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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.

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Update a member’s role or groups

Owners and administrators can update team membership from Settings > Team 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 tab. This is useful when you are already working inside the group.

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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 > Team 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.

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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.

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Common issues

Adding a person does not invite them to sign in. People receive email only when you send a document request. To give someone access to ClearPolicy, invite them from Settings > Team members.
Only owners can assign the Administrator role.
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.
Only the current owner can transfer ownership, and the new owner must already be an administrator.
Make sure they are signing in with the same email address the invitation was sent to. Invitations also expire after 7 days.
Group Managers cannot remove other members. The last remaining owner also cannot be removed or downgraded.
ClearPolicy does not allow users to change their own role.
Group Managers only see groups assigned to them. Add the person to the group from Settings > Team members or from the group’s Settings tab.
If someone is already a member, do not invite them again. You also cannot create a second pending invitation for the same person.
Last modified on September 15, 2026