Table of contents

This article details how to manage users and permissions and find anyone within a Channel through the Members tab.

Beta information: The Members tab is currently in open Beta production.

What is it?

The Members tab allows you to view and manage users within a Channel. Here, you can:

  • Search for users within a Channel
  • Filter members by user status, member role, folder access, and calendar access
  • Add new members and groups, specifying their role and access levels
  • Manage member roles (Owner, Editor, or Participant)
  • Google only: Manage calendar and folder access for members (view, edit, or manage permissions)
  • Perform bulk actions on members (e.g. making them all Editors or removing them from the Channel)

You can find the Members page by clicking on the Members tab at the top of a Channel’s navigation or the people icon at the top right.

Members Tab 5 - Corners.png

Search for users in a Channel

The search bar on the members page allows you to easily find specific members within a Channel. This search bar is typically located at the top of the members list, making it quick to find the user you're looking for.

Filters

You can refine your member search in Happeo with these helpful filters:

  • User status: Search for specific user types, including internal and external users or suspended accounts
  • Member role: Find users based on their role within the Channel: Owner, Editor, or Participant
  • Google Only: Other filters (Only available for Channel Owners, Editors, and Admins):
    • Folder Access: Find users based on their permission level for Channel folders (unknown, no access, view, or edit)
    • Calendar Access: Find users based on their calendar access within the Channel (unknown, no access, view, edit, or manage)

Add new members and groups

(Only available for Channel Owners, Editors, and platform Admins):

  1. Click "Add Member" in the top-right corner of the Members page
  2. Use the search bar to find the user or group you want to add
  3. Click the downward pointing arrows next to "Role," "Folder Access," and "Calendar Access" to define what the user can do in the Channel and what they have access to
    • Role: Choose Owner, Editor, or Participant
    • Folder Access: Set permissions for Channel folders (view or edit)
    • Calendar Access: Define permissions for the Channel calendar (view, edit or manage)
  4. Click "Add Members" to finalize
    1. Note: Even though you can add members to the Channel calendar, you won't be able to share the Channel calendar itself unless you have 'Manage' permissions. A notification will appear to let you know about this. For more information about Channel permission level limitations, please see the section 'Sharing with View, Edit, or Manage access' below

Members Tab 4.png

Note about adding external users: You can add external users using their email addresses. By default, they will be added as participants. 

Note about adding unsynced groups: If you add an unsynced group, it will become an external group and lose the ability to sync later. To resolve this, please contact our support team for manual obfuscation.

Sharing limitations for Google Folders and Calendars

Adding a Google folder or calendar to a Channel will not automatically grant access to Channel members. The original permissions on the Google items still apply.

There are a couple of reasons for this:

  • Limited Google Permissions – You might not have the necessary privileges (owner or editor) on the Google folder or calendar itself
  • Google Integration authorization in Happeo – Your Happeo account might lack the proper authorization to access the Google integrations. Please authorize the necessary Google Integrations from User Settings > Integrations

Manage a member role

(Only available for Channel Owners, Editors, and platform Admins).

  1. Navigate to the Members tab of a Channel
  2. Locate the member whose role you want to adjust
  3. Click the down arrow next to their current role under the "Role" column
  4. Choose from Owner, Editor, or Participant 

Note: You cannot directly change the role of the current Channel Owner. To make changes, you will need to:

  • Assign a new Owner – Select a different user to become the new Owner
  • Adjust previous Owner's role – Once a new Owner is assigned, the previous Owner's role will automatically become "Editor." You can then adjust their role to Participant or back to Owner as needed

Remove a Channel member

(Only available for Channel Owners, Editors, and platform Admins).

  1. Go to the Members tab of a Channel 
  2. Locate the member you want to remove
  3. Hover your mouse over the member's name
  4. Click the trash icon that appears on the right side of their name

Manage calendar and folder access

(Only available for Channel Owners, Editors, and platform Admins).

Microsoft limitation

Microsoft does not support changing calendar or folder permissions. It only supports changing Happeo Channel permissions, such as setting the user role permissions (Owner, Editor, or Participant).

This means that Microsoft users can only see a member's role within a Channel, not their permissions for things like calendars or folders.

Calendar access

  1. Navigate to the Members page of a Channel
  2. Locate the member whose calendar access you want to adjust
  3. Click the down arrow next to "Calendar Access" in the member overview
  4. Select the desired access level: Choose from "View" (can see the calendar), "Edit" (can modify the calendar), and “Manage” (can share the calendar)

Sharing with View, Edit, or Manage access

When adding users to a Channel that has a shared calendar, your ability to grant them access depends on the permission level you have for the calendar itself.

  • Limited sharing with “View” or “Edit” Access: If you only have "View" or "Edit" access to the calendar, you cannot share it with new users while adding them to the Channel. This is because these access levels focus on viewing or editing the calendar, not managing who can see them. Sharing with either of these permissions will result in an error message
  • Full sharing with “Manage” Access: If you have "Manage" permission for the calendar, you can share the calendar with the new users you add. This gives them the necessary permissions to access the Channel calendar

Note about the limited visibility of Channel calendar permissions: If you only have 'View' or 'Edit' permissions for a Channel calendar, you won't be able to see the specific permission levels of other members. Instead, you'll see ‘Unknown’ listed for their permissions. This is because 'View' and 'Edit' permissions don't grant access to manage other members' access.

Note about changing your own calendar permissions: You cannot change your own calendar access permissions.

Folder access

  1. Navigate to the Members page of a Channel
  2. Locate the member whose folder access you want to adjust
  3. Click the down arrow next to "Folder Access" in the member overview
  4. Select the desired access level: Choose from "View" or "Edit" (can modify folder contents).

Note: You cannot change your own folder access permissions.

Bulk actions

(Only available for Channel Owners, Editors, and platform Admins).

  • Select members:
    • Click the checkbox next to each member you want to modify
    • Alternatively, click the checkbox at the top of the member list to select all members
  • Choose bulk action:
    • Once members are selected, the "Bulk Action" option will become available next to the members search bar
    • From the bulk action menu, you can select one of the following options depending on the Channel settings:
      • Make members Channel Editors
      • Assign view access to folders
      • Assign edit access to folders
      • Assign view access to calendar
      • Assign edit access to calendar
      • Remove members from Channel

Members Tab 7.png

Important notes

  • Slow Processing for large groups: Bulk actions can take time, especially with Google accounts (around 1 second per user per permission). Modifying over 50 users will take more than a minute
  • UI lock during large actions: Performing a large bulk action will lock the members tab and other Happeo interfaces while a progress bar appears until the action has been completed

Recommendations

  • Invite groups for invite-only Channels: To avoid the above limitations, consider inviting groups instead of individual members for Channels with restricted access
  • Perform smaller bulk actions for open Channels: If your channel allows anyone to request / join, perform bulk actions in smaller batches (no more than 50 members) to avoid UI delays

Hide and unhide Channel

Hide a Channel

  1. Navigate to the Channel you want to hide
  2. Click the three dots (...) next to the people icon in the top-right corner of a Channel
  3. Select "Hide Channel"

Unhide a Channel

  1. Navigate to the Channel you want to unhide
  2. Click the three dots (...) next to the people icon in the top-right corner of a Channel
  3. Select "Unhide Channel"

Leave a Channel

To leave a Channel:

  1. Locate the Channel you want to leave
  2. Click the three dots (...) next to the people icon in the top-right corner of a Channel
  3. Select "Leave Channel" from the menu that appears

Note: It is not possible to leave a Channel if you were invited as part of a group.

Members page for “Invite only” Channels

These Channels will not have a page called “Requests” and instead will have an overview of Channel members, roles, folder, and calendar access (if applicable). 

Members Tab 5.png

Members page for “Ask to join” Channels

These Channels will have a tab within the members page called “Requests.” Here, you can find requests from users who are asking to join the Channel.

Members Tab 6.png

FAQ

What are the user permissions by default when a user joins a Channel?

They will inherit view only permissions for the Channel folder and Channel calendar.

How does the member count for a channel work? Does it just count individual users, or does it include groups as well?

The member count includes both individual users and members of groups shared with the Channel. When you add a group, each member within that group is counted individually. So, adding a group with 10 members will increase the channel's member count by 10, not just 1 for the group itself.

It's important to note that there might be a slight delay after adding a group. It takes some time for the system to sync and update the member count accurately.

Troubleshooting

Why is the option to edit calendar access grayed out?

The option to edit calendar access might be grayed out because only the Channel owner can manage sharing settings for calendars within that channel. This is because:

  • Google Calendars can only have one owner/administrator who controls sharing permissions
  • In Happeo, the owner of a Channel is responsible for managing access to any calendar shared within that Channel

However, there are workarounds to grant calendar editing permissions to other Channel members:

  • Share with "Make changes" permission – You can share the calendar with others and grant them with the "Make changes" permission. This allows them to edit and create events, but they cannot share the calendar itself with others
  • Use subcalendars – The calendar owner can create subcalendars within the main calendar and assign edit permissions to specific users for those subcalendars. This allows them to manage their own sub-schedules within the main calendar
  • Consider a group calendar – If your goal is to have a collaborative calendar where everyone can add, edit, and share, you can create a group calendar. This type of calendar has multiple owners and all members can manage the overall schedule

Why is there no folder or calendar option in the members navigation?

The “File” and/or “Calendar” options may not be enabled for the Channel. To access them, you'll need to enable them in the Channel settings.

Here's how to activate folders and calendars:

  1. Open the Channel settings. You can find this option in the Channel navigation menu
  2. Scroll down to the "Tools" section
  3. Look for toggles labeled "Files" and/or "Calendar"
  4. Enable the features you want by clicking the corresponding toggle

Once activated, the "Files" and/or "Calendar" options will appear in the members navigation, allowing you to manage these features for Channel members.

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