For agencies🏢 Agency Management
Manage your team roster
Invite interpreters by email and manage your active, pending, and placeholder relationships, plus office staff, all in one roster.
Your roster is everyone connected to your agency: interpreters and office staff. You invite interpreters by email, accept or reject pending connections, and open each person for details.
Watch the walkthrough
4:37A step-by-step walkthrough of adding a new interpreter to your agency roster. · Open in a new tab
Step by step
- 1Go to Agency, open the Operations page, and select the Team Roster tab.
- 2Use the invite form to send an invitation by email; the interpreter is connected once they accept (or as a placeholder if they have no account yet).
- 3Review pending rows and Accept or Reject incoming connection requests.
- 4Click Manage on a row to open the detail slide-over with their profile, rates, compliance documents, and (when QuickBooks or Xero is connected) vendor or employee linking.
- 5Watch for the pending-rate-proposal indicator on a row, which means the interpreter has proposed rates for you to review.
- 6Use the roster filter to show everyone, only interpreters, or only office staff; an office-staff person's slide-over has the employment settings (W-2 toggle, rate) for putting them on the time clock.
- 7To end someone's involvement, open their slide-over and use the Danger Zone at the bottom. Which options appear depends on who they are, see the tips below.
Screenshots
Tips
- The roster is the one place your people live. Required documents and compliance status are a section inside each person's slide-over rather than a separate tab.
- The table shows who they are, their status, and how to reach them. Full email and phone are in the slide-over rather than as columns.
- Clicking an interpreter's name on the dispatch board jumps straight to their roster entry.
- Ending an interpreter relationship stops them appearing on the dispatch board and reopens their unfilled future slots. Past work and pay records are kept.
- "Remove agency access" sets every permission area to No access and marks them Inactive. Grant any area again later to bring them back. It does not end a W-2 employment record, so payroll history stays intact.
- "Remove agency access (keep as interpreter)" is for dual-role people: they lose the agency console and every permission area but stay an active interpreter you can still schedule.
- "Remove from roster" clears an inactive or ended row off the list entirely. Future jobs on them reopen, past work is kept, and re-inviting brings them back.
- Rates, rate proposals, and purchased time need Billing access, and setting a wage needs Settings access or ownership. Someone with Billing but not Settings can propose and approve rates but not set a salary.
- Interpreters can work with multiple agencies; each connection is isolated to your agency.
- To add someone who has no OneTerp account yet, invite them by email and they become a placeholder you can schedule immediately.
- Mark a trainee as an intern on their roster entry to enable shadow scheduling (see the dispatch board article). The intern toggle needs Coordinate access.
- A person's name on the roster comes from their own account, so it updates when they change it.
- Hourly wages sit on a separate record behind Billing access. Someone with People access can still see who is W-2 and who is a contractor, they just do not see the amount.
- Everyone on the roster can be opened, including owners and anyone who predates employment records. If someone had no employment record, one is created the first time you set their employment details.
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