How to manage members

Overview

The Members section is where you manage the people in your Nutcache organization. From there, you can invite new members, assign security profiles, organize teams and roles, manage workload and availability, and define member billing rates.

Keeping member information up to date helps you control access, plan resources more effectively, and maintain accurate budgets and invoices.

Who can use this feature?

The Members section is available to users with the appropriate permissions in Nutcache. Depending on your security profile and plan, you may be able to:

• invite and manage members

• assign security profiles

• create teams and roles

• define workloads and availability

• manage member billing rates

Where can I find this feature?

Go to Members from the main menu.

From there, you can:

• view your list of members

• invite new users

• update member details

• activate or deactivate members

• manage teams and roles

• define workload settings

• manage billing rates

How to manage members

Add a new member

1. Open the Members section.

2. Click the option to add or invite a new member.

3. Enter the member’s information.

4. Assign the appropriate security profile.

5. Send the invitation.

Assign a security profile

Security profiles define what each member can see and do in Nutcache.

To assign or update a profile:

1. Open the Members section.

2. Select the member you want to edit.

3. Choose the appropriate security profile.

4. Save your changes.

Invite a guest user

If someone only needs limited access, you can invite them as a Guest. This is useful for collaborators or stakeholders who need visibility on a project without full access to the account.

Activate or deactivate a member

You can deactivate a member when they no longer need access, while keeping their historical data in Nutcache.

To do so:

1. Open the Members section.

2. Locate the member in the list.

3. Use the available action to activate or deactivate the member.

Organize members into teams

You can group members into teams to make resource management and assignment easier.

To create or manage a team:

1. Go to the Members section.

2. Open the Teams view.

3. Create a new team or edit an existing one.

4. Add members to the team.

5. Save your changes.

Assign roles to members

Roles help identify each member’s function or specialty in your organization.

They can be useful for staffing, planning, and workload distribution.

To assign a role:

1. Open the Members section.

2. Select a member.

3. Choose the appropriate role.

4. Save your changes.

Define workload and availability

You can define each member’s daily workload to improve planning accuracy.

You can also manage availability through holidays and leaves, depending on your organization’s setup.

To update workload settings:

1. Open the Members section.

2. Select a member.

3. Enter the daily workload value.

4. Save your changes.

Manage member billing rates

Nutcache also lets you manage member billing rates directly from the Members section.

This is especially useful for long-running projects, where a member’s billing rate may change over time due to promotions, salary adjustments, or changes in billing strategy.

Each member now includes a dedicated tab where you can define multiple billing rates by date range.

Once these rates are set, they can be used automatically in projects billed by hourly rate. You can still keep a single rate over time by:

• selecting the Custom setting, or

• leaving multiple date-based rates undefined

When multiple rates are defined for a member and the Default setting is enabled, Nutcache automatically applies the rate that matches the date of the time entry for budget and invoicing calculations.

Why it matters

This improvement helps you:

• keep billing accurate over long project timelines

• reflect rate changes without manual recalculation

• improve budget reliability

• reduce invoicing errors

Manage member cost rates

A member’s cost rates represent how much that resource costs your company over time. Since internal costs can evolve, Nutcache lets you define multiple cost rates by date range for each member.

When several cost rates are defined, Nutcache automatically applies the one that matches the date of the time entry, helping you keep project costs, budgets, and profitability calculations accurate.