Manage your team roster

💡 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.
• •Click a column heading (Name, Status, Compliance, or QuickBooks when it is connected) to sort by it. Click again to reverse, and a third time to go back to name order. Sorting happens inside each group, inactive people and blank cells stay at the bottom, and a reload goes back to name order. Sorting by QuickBooks puts everyone linked as an employee together.
• •Clicking an interpreter's name on the dispatch board jumps straight to their roster entry.
• •An amber "to confirm" badge next to someone's name means they have claimed one of your own tags and nobody has confirmed it yet. It counts for nothing until you do, so open them and confirm or decline.
• •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.
• •The rate-proposal number and strip show only to people with Billing access at the Manage level, since they are the ones who can approve or reject. They update on their own while the page is open.
• •An interpreter with a Premium page can ask you for an endorsement. You get a notice that opens their slide-over, where the Endorsement section holds a short box to write a recommendation. It appears on their public page only after they approve it, and they can hide it any time. Writing one needs People access at the Manage level, and only for someone currently active on your roster.
• •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.
• •If you add someone by email and a placeholder with a similar name and no email is already on your roster, "+ Add person" asks "Is this someone already on your roster?". Say yes to put the address on that row instead of making a second one. An address that is already on your roster is refused.
• •Combining a placeholder when you approve a join request needs People access at the Manage level. Without it the request is still approved, and you are told to have someone with People access open the placeholder and use "Link to account".
• •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.
• •The Go-to rating slider on an interpreter's entry tells Best Fit how strongly to lean toward them, from Backup to Go-to, with neutral in the middle. It also sets their default place on the dispatch board. Anyone with Coordinate access can see it; only owners and admins can change it. Interpreters never see their rating.
• •A person's name on the roster comes from their own account, so it updates when they change it.
• •If someone goes by a different name with you, open them (Manage) and click Change next to "Name we use" in Details. That name then shows on your roster, the board, job forms, invoices and emails, and their row shows their own name underneath as "Legal name". Searching the roster finds them by either name. Leave it blank to go back to their own name.
• •"Name we use" is only yours: other agencies never see it, and the interpreter sees it on their My Agencies page but cannot change it. Pay and tax paperwork (payouts, W-2 payroll, QuickBooks or Xero vendors and bills, and the Interpreter Earnings report) keeps their legal name. Changing it needs Coordinate access at the Manage level.
• •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.
• •A row reads "Sent 3 days ago" only when an invitation email actually went out, and "Added 3 days ago" when it did not. The button matches: "Send invite" when nothing has ever been delivered, "Resend invite" once it has.
• •Adding someone tells you straight away if the email could not be sent, usually because your agency has no connected email sender. Connect one under Settings → Operations & Alerts → Email Sender, then send the invite. Nothing goes out from a generic OneTerp address on your behalf.
• •Resending never overwrites the person. Their tags, rates, employment type, and history all stay as they are.
• •Resending needs Coordinate access. Someone with only Settings access can add a person but will not see the send button.