Members and roles

Inventory tracking is only accurate once everyone who uses it records their changes. If one person manages the count alone, it drifts every time someone quietly takes something without telling them. Make everyone who handles stock a member, and whoever uses something can record it on the spot — keeping both the count and low-stock alerts accurate.

Why add more members

• The count stays accurate: Whoever uses something records it on the spot, so you no longer need to reconcile numbers at every stocktake.
• You know who moved what: Every action is recorded by member. Sharing one account makes this record useless (see Don’t share your account).
• You don’t run out: Alerts reach every member, so whoever’s free can restock.
• No handoffs needed: Even when the person in charge is out, everyone can check the same screen for the current state.
• Everyone can work in their own language: each member can use Tana in their own language.

Tana supports 28 languages: Japanese, English, Arabic, Bulgarian, Czech, Danish, German, Greek, Spanish, Finnish, French, Croatian, Hungarian, Indonesian, Italian, Korean, Norwegian, Polish, Portuguese, Russian, Slovak, Albanian, Serbian, Swedish, Turkish, Ukrainian, Vietnamese, and Chinese. Each person chooses their language in their country and time zone settings.

Inviting people

Owners and admins can invite people to manage stock together from the Members page.

• Invite by email: Enter their email address and choose a role (member or admin), then press Invite. They’ll receive an invitation email. The invite link is valid for 14 days.
• Invite with a link: Share the QR code or join link shown on the Members page. The same one works for several people, so you can post it at work or share it in your team chat. Anyone who joins this way gets the member role.
• Invite from Slack: If Slack is connected, pick people from your workspace and invite them all at once.

Anyone who joins from a link appears under Approval requests on the Members page. Once an owner or admin approves them, they can access the team’s stock. You can refresh the join link at any time; doing so invalidates the old link and QR code.

Roles

Roles	Stock	Members	Settings	Billing	Delete team
Owner	✅	✅	✅	✅	✅
Admin	✅	✅	✅
Member	✅

A team always needs at least one owner. Only an owner can appoint another owner.

Member profiles

Each member has a profile showing when they joined and their recent activity. It’s the fastest way to check “who moved this” without scanning the whole team’s history.

Removing a member

Removing a member cuts off their access to that team immediately. Their past activity stays on record. The history of who did what isn’t rewritten just because they’ve left.

How to hand over inventory management when someone changes roles or leaves is covered in the article Inventory handover. For tips on running things with a small team, see Short-staffed?.