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VTC Member Management

VTC Member Management

Section titled “VTC Member Management”

The Member Roster allows you to view and manage all members of your VTC, including their roles, join dates, and staff notes.

Accessing Member Management

Section titled “Accessing Member Management”
  1. Navigate to your VTC’s management panel
  2. Select Members from the sidebar
  3. You’ll see the full member roster

Member Roster Overview

Section titled “Member Roster Overview”

The roster displays:

  • Personnel — Member avatar, name, WebID, and “YOU” badge for yourself
  • Assigned Roles — All roles assigned to the member
  • Enlistment Date — When they joined your VTC
  • Administrative Actions — Quick action buttons

Searching Members

Section titled “Searching Members”

Use the search bar at the top to find members by:

  • Display name — Partial or full name match
  • WebID — Exact or partial ID match

Results update as you type.

Member Actions

Section titled “Member Actions”

Hover over a member row to reveal action buttons:

Staff Notes

Section titled “Staff Notes”
  • Click the note icon to open the staff notes modal
  • Add private notes about the member
  • Notes are only visible to VTC management
  • Use for tracking important information, warnings, or achievements

Edit Roles

Section titled “Edit Roles”
  • Click the edit icon to open the role assignment modal
  • Check/uncheck roles to assign or remove them
  • Members can have up to 4 roles
  • Changes are saved automatically
  • See the current role count (e.g., “2/4 roles”)

Kick Member

Section titled “Kick Member”
  • Click the kick icon to remove a member from your VTC
  • A confirmation modal appears
  • The member loses access immediately
  • This action cannot be undone

Leave VTC (Yourself)

Section titled “Leave VTC (Yourself)”
  • If you’re not the owner, you can leave the VTC
  • Click the leave icon next to your own name
  • Confirm the action
  • You lose access immediately

Transfer Ownership

Section titled “Transfer Ownership”
  • Only available to the VTC owner
  • Click the transfer icon next to your own name
  • Opens the transfer ownership modal
  • Select a new owner from current members
  • Warning: This action is permanent and irreversible

Role Assignment

Section titled “Role Assignment”

Assigning Roles

Section titled “Assigning Roles”
  1. Click the edit icon next to a member
  2. Check the boxes for roles you want to assign
  3. Members can have up to 4 roles
  4. Changes save automatically

Removing Roles

Section titled “Removing Roles”
  1. Open the role assignment modal
  2. Uncheck the role you want to remove
  3. The change is immediate

Role Limits

Section titled “Role Limits”
  • Each member can hold up to 4 roles
  • If a member already has 4 roles, you must remove one before adding another
  • The owner role is separate and doesn’t count toward the limit

Staff Notes

Section titled “Staff Notes”

Staff notes are private annotations visible only to VTC management.

Adding Notes

Section titled “Adding Notes”
  1. Click the note icon next to a member
  2. Enter your note in the modal
  3. Save the note
  4. Notes are timestamped and attributed to you

Use Cases

Section titled “Use Cases”
  • Track member achievements
  • Document warnings or issues
  • Note member preferences
  • Record training progress
  • Keep contact information

Privacy

Section titled “Privacy”
  • Notes are only visible to users with management permissions
  • Members cannot see their own staff notes
  • Notes persist even if the member leaves

Member Roles Display

Section titled “Member Roles Display”

Role Badges

Section titled “Role Badges”
  • Roles appear as colored badges matching the role’s configured color
  • Multiple roles are displayed in a row
  • The owner badge is always shown for VTC owners

Unranked Members

Section titled “Unranked Members”
  • Members without custom roles show as “Unranked”
  • Owners always show the Owner badge
  • Unranked members have no special permissions

Member Status Indicators

Section titled “Member Status Indicators”

Owner Badge

Section titled “Owner Badge”
  • Red badge with shield icon
  • Always visible for the VTC owner
  • Cannot be removed or transferred without using the transfer feature

YOU Badge

Section titled “YOU Badge”
  • Yellow badge shown next to your own name
  • Helps you identify yourself in the roster

Best Practices

Section titled “Best Practices”

Regular Reviews

Section titled “Regular Reviews”
  • Review your member roster periodically
  • Remove inactive members
  • Update roles as members progress
  • Clean up unused staff notes

Role Management

Section titled “Role Management”
  • Assign roles based on activity and trust
  • Use the hierarchy suggested in VTC Roles & Permissions
  • Don’t assign management permissions unnecessarily

Staff Notes

Section titled “Staff Notes”
  • Use notes to track important information
  • Keep notes professional and factual
  • Review notes before making decisions about members

Member Engagement

Section titled “Member Engagement”
  • Welcome new members
  • Recognize active members with roles
  • Address issues promptly
  • Communicate expectations clearly

Troubleshooting

Section titled “Troubleshooting”

”I can’t see a member”

Section titled “”I can’t see a member””
  • Use the search bar to find them
  • Check if they’ve left the VTC
  • Verify you have permission to view members

”I can’t assign a role”

Section titled “”I can’t assign a role””
  • Ensure the member has fewer than 4 roles
  • Check that you have permission to manage roles
  • Verify the role exists

”I can’t kick a member”

Section titled “”I can’t kick a member””
  • You cannot kick the VTC owner
  • You cannot kick yourself (use Leave instead)
  • Ensure you have permission to manage members

”Staff notes aren’t saving”

Section titled “”Staff notes aren’t saving””
  • Check your internet connection
  • Ensure you have permission to manage members
  • Try refreshing the page
Section titled “Related Guides”