> ## Documentation Index
> Fetch the complete documentation index at: https://docs.clearaml.com.au/llms.txt
> Use this file to discover all available pages before exploring further.

# Invite and manage your compliance team in ClearAML

> Invite staff, assign application roles and AML/CTF designations, manage active members, and control access within your firm's seat limit.

The Personnel Hub is where you manage everyone who has access to your ClearAML workspace. You can invite new members, assign their platform roles and statutory AML/CTF designations, monitor Personnel Due Diligence (PDD) status, track training progress, and remove or suspend access when needed. Only **Admin** and **Owner** users can invite or modify team members.

<Info>
  Your plan determines how many seats are available. Starter includes 5 seats, Professional includes 25, and Enterprise has unlimited seats. You can monitor seat usage in **Settings → Billing**.
</Info>

## Inviting a team member

<Steps>
  <Step title="Open the Personnel Hub">
    Navigate to **Team** in the left sidebar. Click **Invite Member** in the top-right corner.
  </Step>

  <Step title="Enter the member's email">
    Type the invitee's email address. ClearAML checks against existing members — if the address already belongs to an active account you will see an error before the invite is sent.
  </Step>

  <Step title="Choose an application role">
    Select the role that matches the person's responsibilities. See [Application roles](#application-roles) below for a full breakdown of permissions.
  </Step>

  <Step title="Assign AML/CTF statutory designations (optional)">
    If the person holds a statutory role under your AML/CTF Program, tick the relevant designations:

    * **Governing Body** — member of the Board or equivalent oversight group
    * **Senior Manager** — strategic responsibility for AML compliance
    * **Compliance Officer** — primary AML/CTF Program oversight (triggers Enhanced PDD)
    * **AML Personnel** — day-to-day operational AML/CTF duties

    You can also mark whether this person is the **Primary Compliance Officer** (main AUSTRAC contact) or the **Primary Governing Body Member** (senior-most oversight representative). These flags can only be set when the corresponding designation is selected.
  </Step>

  <Step title="Send the invite">
    Click **Send Invite**. An email invitation is sent immediately. Once delivered, you also receive a shareable invite link you can copy and send manually if needed.
  </Step>
</Steps>

<Warning>
  Assigning the **Compliance Officer** designation triggers an Enhanced Personnel Due Diligence (PDD) requirement for that member. You must notify AUSTRAC Online within **14 days** of appointment. ClearAML will surface a reminder banner on the Team page.
</Warning>

## Application roles

ClearAML has five application roles. Roles control what a user can do in the platform — they are separate from AML/CTF statutory designations.

| Role                   | Description                                                                                                                                     |
| ---------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------- |
| **Owner**              | Firm creator. Full access identical to Admin. Cannot be removed or have their role changed except by another admin or owner.                    |
| **Admin**              | Full access to settings, billing, team management, client data, and assessments.                                                                |
| **Compliance Officer** | Standard compliance processing duties — can approve assessments, archive/delete clients, and access PDD details. Cannot manage billing or team. |
| **Analyst**            | Can create and edit clients and assessments. Cannot approve, delete, or access PDD details.                                                     |
| **Read Only**          | Can view data and audit logs but cannot make any changes.                                                                                       |

<Tip>
  To view the full permissions matrix — including which roles can download AUSTRAC report packs or initiate PDD reviews — click **Role Permissions** on the Team Members tab.
</Tip>

## Managing existing members

Each row in the **Team Members** table shows the member's application role, AML/CTF designations, training status, PDD status, last review date, and next review due date. Click any row to open the member's details sheet.

### Filtering and searching

Use the search box to find members by name, email, or role. Use the filter chips to narrow the list:

* **All** — every active member
* **AML-Related Only** — members with at least one AML/CTF designation
* **CO / GB Only** — Compliance Officers and Governing Body members
* **Overdue Reviews** — members whose PDD review is past due

### Editing a member's roles

Open the actions menu (`⋯`) on any member row and choose **Manage Roles & Compliance**. You can update the application role and AML/CTF designations from the same dialog. Note that you cannot change your own application role — another Admin or Owner must do that.

### Suspending a member

Suspension blocks the member from logging in without removing their data or history. Open the actions menu and choose **Suspend Member**. To restore access, choose **Reactivate User** from the same menu.

<Note>
  The firm Owner (creator) cannot be suspended or removed. To transfer ownership, first promote another Admin to Owner using the role-edit dialog.
</Note>

### Removing a member

Open the actions menu and choose **Remove from Team**. You will be asked to confirm before the member is permanently removed. This action cannot be undone.

### Viewing activity history

Open the actions menu and choose **View Activity History** to see a timestamped log of actions performed by that member.

## Managing pending invites

The **Pending Invites** tab lists all invitations that have not yet been accepted. Each invite shows its email delivery status (`delivered` or `bounced`). From this tab you can:

* **Resend** an invite if the original email bounced or was missed
* **Revoke** an invite to cancel it before it is accepted

## AML responsibilities matrix

The **Responsibilities Matrix** tab provides a read-only overview of how AML/CTF statutory obligations are distributed across your team. Use this view when preparing documentation for AUSTRAC or internal audits.

## AUSTRAC CO notification reminder

When a Compliance Officer's PDD is verified, ClearAML displays an amber banner on the Team page reminding you that AUSTRAC must be notified within 14 days. You can open the member's PDD report directly from the banner to record the notification date, or click **Mark as Notified** to log it immediately.