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Add Team Members to Your Organization

Add an admin or a trainer to your organization so they can help run requests, sessions, and bookings. This page walks you through adding a member and finishing the setup for trainers.

Before You Begin

  • You need Admin access for your organization.
  • Have the person's email address ready.
  • For a brand-new person (someone who has never used Ordinatus), decide on an initial password you'll set for them. Self-serve password reset isn't available yet, so you'll need to share that password with them directly (see the Tips and Troubleshooting sections).

Step 1: Open the Add Member Page

  1. Go to Admin → Team.
  2. Click Add Member.

Step 2: Fill In the Member's Details

The form has four fields:

  1. Email — the person's email address.
  2. If the email already belongs to an Ordinatus user, they're added to your organization right away using their existing account.
  3. If the email is new, Ordinatus creates a brand-new account for them.
  4. Role — choose one:
  5. Organization Admin — can manage your organization: team, forms, pricing, settings, bookings, and integrations.
  6. Trainer — can claim requests and run sessions, but not manage organization settings.
  7. Skills — a comma-separated list, for example wordpress, zoho, quickbooks. Skills are used to route requests to the right trainers, so they only matter for trainers. You can leave this blank and add skills later.
  8. Initial Password — the first password for a brand-new account.
  9. Required when the email is new, because there's no self-serve password reset yet.
  10. Must be at least 8 characters.
  11. Ignored if the email already belongs to an existing user — that person keeps their current password.

Click Add Member to save.

Step 3: Share the Password (New Accounts Only)

If you created a brand-new account, no email is sent to the new member. You'll see a confirmation that the account was created, reminding you to share the initial password with them directly — for example by phone, chat, or an in-person handoff. Ask them to change it after their first login.

If you added someone who already had an Ordinatus account, they can log in with their existing password right away. Nothing else is needed.

Step 4: Finish Setting Up a Trainer

Trainers need two more details, set on the member's Edit screen after they're added:

  1. From Admin → Team, open the new trainer and click Edit.
  2. Trainer Code — a short code (letters A–Z and digits 0–9) that's stamped onto the Shopify order for each of that trainer's sessions. It lets you identify the trainer in your Shopify reports without showing their name to the customer.
  3. Click Generate to create a random code automatically. Generate saves immediately and replaces any code that's already there.
  4. Or type your own code and click Save Changes.
  5. If you leave it blank, that trainer's orders are tagged tcode-MISSING until you set a code.
  6. Payout % — the trainer's share of net session revenue, used in reports (trainer pay = net revenue × this percent). Leave it blank if you don't track payouts here.
  7. Click Save Changes.

Note

The trainer code and payout % only apply to trainers. They appear on the Edit screen for anyone with the Trainer role, and for an Admin who is also marked as a trainer (see Tips).

Tips

  • Skills spelling matters for routing. A trainer is only matched to a request when the skill is spelled and capitalized the same in both places. Lowercase is easiest — use the same style everywhere.
  • An Admin can also be a trainer. On an Admin's Edit screen, turn on Also a trainer to let that admin claim and run sessions too. Save first, then the trainer code and payout % fields appear and you can use Generate.
  • Plans have a trainer limit. Depending on your plan (or free trial), there's a maximum number of trainers you can add. If you hit that limit, Ordinatus blocks the add and tells you to upgrade your plan or subscribe. Admin-only members don't count against the trainer limit.

Troubleshooting

I got an error saying this email already exists in the organization. That person is already a member of your organization. Go to Admin → Team to find and edit them instead of adding them again.

The new person can't log in. Brand-new accounts don't get an email or a reset link. Make sure you shared the initial password you set when adding them. If you didn't note it down, an admin can't currently resend it — re-share the password you chose, or contact support if you need it reset.

The Initial Password field is asking for a value. That happens only for brand-new emails. Enter a password of at least 8 characters. If the email belongs to an existing user, the password field is ignored and you can leave it blank.

I reached my trainer limit. Your plan or trial caps how many trainers you can have. Upgrade your plan (or subscribe, if you're on a trial) to add more, or deactivate a trainer you no longer need.

A trainer's Shopify orders show tcode-MISSING. That trainer doesn't have a trainer code yet. Open their Edit screen and click Generate, or type a code, then Save Changes.

Manage or Deactivate a Member Later

You can update a member at any time from Admin → Team → (member) → Edit:

  • Active — uncheck this to deactivate the member. Inactive members can't claim requests or use the system. When you deactivate someone, you can add an optional Reason for Deactivation (for example, "On vacation until Jan 15"). Re-check Active to restore their access.
  • Also a trainer (admins only) — turn this on or off to give or remove trainer abilities for an admin.
  • Skills, Trainer Code, and Payout % — update these for trainers as needed.