You can add members to a group at any time from the group’s settings. Members determine who can see shared finances, who can help manage the group, and how split expenses are allocated.
Adding a member
Open the group, go to Group Settings, and add a new member from the Group Members section.
For each member, enter:
- Name — display name inside the group
- Role — Owner, Editor, or Member
- Email (required for Owner and Editor; optional for Member) — used if the person will join the group with their own ClearCash account
If you add someone without an email address, they can still appear in the group for split tracking, but they will not receive an invitation or sign in to manage the group themselves.
Role differences
Use roles to control administrative access without changing the split structure itself.
| Role | Permissions |
|---|---|
| Owner | Can edit group settings, manage members, and control sharing permissions |
| Editor | Can invite members and manage their own sharing settings plus shared transactions |
| Member | Can view shared information and manage their own sharing settings |
Owners have the highest level of control. In most groups, it is a good idea to keep at least two owners if multiple active adults need to administer the setup.
Owner and Editor roles require an email address because those roles are tied to real account access and group notifications.
Invitations and placeholder members
There are two ways to add someone:
Invited member
Use this when the person should log in and participate directly. They receive an invitation email and can join the group with that email address.
Placeholder member
Use this when you want someone included in the split structure without creating an account for them yet. This is useful for household planning, temporary arrangements, or tracking a cost allocation before the person joins ClearCash.
Placeholder members can later be converted into real invited members by adding an email address.
Updating roles and member details
After a member is added, group owners can:
- Change the member’s role
- Update their display name
- Resend or cancel invitations when applicable
- Remove them from the group
Editors can help manage membership-related tasks where permitted, but they do not have full owner-level control over group settings.
If you remove a member, they lose access to the group’s shared data going forward.
Split percentages and new members
Adding a member usually means updating the split timeline as well. For example:
- A new roommate joins and starts sharing rent from their move-in date
- A partner becomes responsible for part of a shared credit card
- A child or dependent is added for visibility only and should not receive a cost share
Because ClearCash uses a split timeline, you can add a new member and set their percentage from a specific date without rewriting the group’s past allocations.
Creating a group → · Splitting an expense →
Frequently Asked Questions
Does every member need a ClearCash account?
No. Members without an email address can exist as placeholders for split tracking only. They do not get their own login or invitation until an email is added.
Can I change someone’s role later?
Yes. Group owners can update a member’s role from the group settings.
What happens if someone never accepts their invitation?
They remain in the group as an invited member until you resend the invitation, update their email, or remove them.
Does removing a member delete old transactions?
No. Removing a member ends their access going forward, but it does not erase the group’s historical transaction record.
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