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Assets are held by people, and people belong to departments. Members in the sidebar is your whole people directory, not just the people who log in. Members

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Two kinds of member

Invite user sends a real invitation: an email, a role, and once accepted, a login. Add non-user member creates a directory-only person (name, email, employee ID) who can be an asset’s owner or custodian without ever holding an account. Both are visible right on the list. Members without a login show a No login badge instead of a role. A non-user member isn’t locked into that state: editing them offers Invite to create an account, which sends a real email invite so they can log in while keeping every existing asset assignment, role and department they already had. Adding a member Either kind can be marked Internal or External, useful for telling employees apart from contractors, vendors and other outsiders in filters and reports, and assigned to a department.

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Departments

Departments Departments carry the fields finance teams actually need: a department code, cost centre, GL code, and a department head, plus, like locations, an expected asset count to reconcile against what’s actually assigned. Clicking Assets on a department’s row shows everything assigned to it without leaving the list. Departments group people (for headcount, ownership and reporting) the way categories group assets. Set once, useful everywhere: filters, policies and reports can all condition on department.

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Importing your directory

For a large team, Members → Import runs the same kind of wizard as asset import. Upload a CSV or Excel (.xlsx) export, map its columns to member fields, review a dry run, then commit. This builds your whole directory in one pass instead of one invite at a time. If a spreadsheet’s extension doesn’t match what’s actually inside it, for example an Excel workbook accidentally saved as members.csv, the importer still recognises it as Excel from the file’s own content rather than trusting the extension. The same upload accepts files up to 50MB, matching the asset and location importers’ ceiling. If an uploaded Excel file has two columns with the same header (two “Name” columns, say), both are kept rather than the second silently overwriting the first. Look for them in the field-mapping dropdown as Name and Name_2.