# Members and profiles Add people, link their Discord accounts, use custom fields, import from CSV, and handle people who leave. Every person your organization keeps track of has a **profile** in Crew and appears in the **Directory**. A profile is your organization's record: it can be linked to a Discord account so the person can sign in, but it doesn't have to be. ## What a profile holds | Field | Notes | | ------------------------------------- | --------------------------------------------------------------------------------------------- | | Name, username | The name shown everywhere in Crew. | | Role | Shown as their title. Set from your [role list](/crew/roles-and-access). | | Department, unit | See [Departments and units](/crew/departments). | | Manager | Builds the reporting line: approvals, the org chart and who sees sensitive records. | | Employment status | **Active**, **On leave** or **Terminated**. | | Worker type | **Internal**, **External** or **Contractor**. | | Hire date | Starts their "time in service". | | Company, location, language, timezone | Optional details. | | Email, phone, bio | Optional. **Contact details** are only visible to the member, their managers and Super Users. | | Discord account | The linked account, if any. | | Custom fields | Whatever your organization adds (see below). | Profiles also show the member's **service record** (role, time in role, promotions, initial training), their **certifications and training**, **onboarding** checklists, and, for those allowed, **notes and disciplinary records**. See [Records and service record](/crew/records). ## Adding someone Managers and Super Users click **Directory → Add member**: 1. **Search your Discord server** to link their account. Crew only links people who are members of the server, and each Discord account can be linked to one profile. 2. Pick their **role**. Leave it empty and Crew takes it from their Discord roles. 3. Fill in the rest and save. New members get the onboarding checklists that apply to them, and a welcome DM from the Crew bot if their account is linked. > [!TIP] > To add many people at once without typing, turn on **Add people automatically** in **Settings → > Roles & access**. Everyone with one of your roles gets a profile. ## The directory **Directory** lists everyone, with search and filters for **Department** and **Status**. Click a person to open their profile. Managers and Super Users can **Export CSV**: name, role, department, unit, manager, status, location, language, timezone, hire date and username. Contact details are never included. ## Custom fields Super Users add custom fields under **Settings → Onboarding → Custom profile fields**. Each field has a **Label**, a **Type** (**text**, **number**, **date** or a **choice** list with your own options), and can be marked **Sensitive — hide from colleagues**. - Ordinary fields are visible to everyone who can see the profile. - **Sensitive** fields are only visible to the member, their managers and Super Users, like contact details. Managers and Super Users fill them in from the profile with **Edit details**. ## Importing from a CSV file Super Users can add up to **500 members at a time** with **Directory → Import**. Click **Download a template** for a ready-made file. The first row names the columns. Column names are matched without caring about capitals, spaces, hyphens or underscores, so `Hire date`, `hire_date` and `HireDate` all work. | Column | Required | Format | | --------------------------------------------- | -------- | ------------------------------------------------------------------- | | `Name` | Yes | Up to 100 characters. | | `Title` (or `Role`) | | The name of a role in your list. | | `Department` | | The name of an existing department. | | `Unit` | | The name of an existing unit (in that department, if one is given). | | `Email`, `Phone` | | Contact details. | | `Hire date` | | `YYYY-MM-DD`, for example `2026-01-15`. | | `Worker type` | | `internal`, `external` or `contractor`. | | `Status` | | `active`, `on leave` or `terminated`. | | `Discord ID` | | The person's Discord user ID (numbers only). Each only once. | | `Manager ID` | | The Crew ID of their manager's profile. | | `Location`, `Timezone`, `Language`, `Company` | | Free text, for example `Berlin` or `Europe/Berlin`. | Other columns are ignored. Crew checks **every row first**. If any row has a problem, nothing is imported and you get a list of the rows to fix (for example "Row 7: Unknown department "Suport""). Fix the file and import it again. > [!WARNING] > Departments, units and roles are matched by name and must already exist. Create them first, or > leave those columns empty and set them in Crew afterwards. ## When someone leaves You have two options: - **Set their status to Terminated.** Their profile and history stay, for your records, and Crew removes the Discord roles it manages (their role and department role). Use this in most cases. - **Delete their data.** A Super User opens the profile and clicks **Delete**. This is a **GDPR deletion**: the profile and everything attached to it are removed permanently, and their name is removed from the audit history. It can't be undone. With the two-person rule on, a second Super User must approve it. See [Security, data and retention](/crew/security-and-data). If the person leaves your Discord server, their profile stays. They simply can't sign in to your organization any more. ### Troubleshooting - **"Can't find them" when linking.** They must be in your Discord server, and Crew needs the **Server Members Intent** to search it. Run **Settings → Integrations → Check the bot**. - **"This Discord user appears twice in the file".** Each Discord ID can only appear once per import, and can't belong to an existing profile. - **The import says "Unknown role".** The `Title` column must match a role name in **Settings → Roles & access** exactly (capitals don't matter). Source: https://docs.noyralabs.com/crew/members