Chart Basics
Adding and managing team members
Departments, positions, roles, and why you should mark somebody inactive rather than delete them.
Last updated September 2, 2026
Build the structure first
- Departments — set each one as an organisation department or a tribe department.
- Positions — the jobs, and which position each one reports to.
- Roles, Skills, Badges and Groups — the labels you will filter contact lists by.
- People — the individuals, placed into positions.
Spend the time on roles, because roles are what everything else filters on. A list of "everybody with the Marketing Manager role" is only as good as the roles you actually assigned.
The chart is drawn from positions
The diagram shows the position hierarchy with people sitting inside it, so a vacant position still appears. It is read-only — you cannot drag boxes around. Change the shape by editing which position a position reports to, and use the reorder dialogs to change the running order.
Never delete a person
Inviting people to log in
Under Team Member Settings you control whether team members can log in at all, and what they can reach — CRM, editing their own profile, creating pages, the network store. Switching on automatic invitations means adding somebody sends them a Gorilla Dash invite immediately.
Automatic invitations only fire when you add somebody through the form — importing a spreadsheet deliberately does not email anybody, so a bulk import cannot accidentally invite your whole network.
Duplicates
The same person can end up with two records — usually from an old import. They can be merged, which moves everything onto the record you keep. If you find duplicates, merge them rather than deleting one, or you lose whatever was attached to it.
Excluding somebody from a module
A team member's record carries switches that keep them out of things like the Resource Library, regardless of what the collection's own visibility says. That is the first place to check when one person cannot see something everybody else can.