Invite and manage organisation members

Choose the least access needed #

Members are people who work in your organisation workspace. Their roles determine which areas and changes are available. Review the role description in the invitation screen; a requester, viewer, billing member and organisation administrator have different responsibilities.

Do not use an administrator invitation as a workaround for a missing routine control. Elevated or existing-member access changes should follow the dedicated access-management process.

Invite a colleague #

1. Open Users and choose Invite, or prepare an invitation in AI chat if your role permits it.
2. Check the email spelling and selected role.
3. Review the proposal or form before confirming.
4. Look for the new pending invitation.
5. Ask the intended recipient to accept using their own account.

A pending invitation is not an active membership. An email queued for delivery is not evidence that it arrived. In the demo, invitations are fictional session rows and no message is sent.

Resend a pending invitation #

Use resend only for the intended outstanding invitation. Check whether the colleague already accepted or the invitation was revoked. Resending uses the current authorised invitation workflow and can refresh its delivery details; do not circulate an old link after a replacement is issued.

If delivery is still missing, confirm the email address and ask the recipient to check their usual mail filters. Do not collect their password or verification code.

Revoke before acceptance #

Revoking a pending invitation stops that invitation from being accepted. It is different from removing an existing active member. Verify the target email and status before confirming. AI proposals recheck that the invitation still belongs to the current organisation and is eligible for the action.

Understand inactive members #

An inactive or revoked member must not be treated as an eligible assignee or team member merely because they still appear in historical data. Use the active membership controls in Dashboard. Contact an authorised administrator when a required role or access change is unavailable.

Detailed walkthrough #

1. Read role and status together

A Users row shows both access and membership state. An invitation or inactive record is not the same as an active colleague. Review the Role, Teams and Status columns together before deciding whether someone can perform a task.

2. Review access before changing it

Confirm the member name and current role in the inspector. Grant only the access needed for their responsibilities. Team membership and a countersignatory label do not replace the separate permissions and approval requirements for regulated operations.

3. Investigate a missing colleague

If a colleague cannot find the workspace, check the intended email address and invitation state before inviting them again. On real records, invitation management is a deliberate action. This sample profile inspection sends no email and changes no access.

Practise this section #

Open Help & tutorials, select this guide and choose Start practice walkthrough. Read each highlighted component before continuing. Use Back to revisit an explanation and Retry if a sample has not loaded. The walkthrough uses fictional records; do not enter real applicant information.

Use Exit tutorial to leave and keep your place, then Resume walkthrough in this guide to continue. When returning from practice to a real workspace, review the actual record and your permissions before making a change. Tutorial completion does not perform the underlying task.

Before using this guide #

Open Users in the Organisation workspace. Identify the colleague and the task they need to perform before requesting an access change.

Worked example #

If a colleague is still invited rather than active, investigate their invitation first. Adding them to a team is not a substitute for accepting the invitation or assigning the correct role.

Guided component walkthrough #

Each component has one short guided step. Read the explanation, then choose Next; Back revisits the previous component. The cursor only demonstrates useful navigation or an explicit action. Replay action repeats that demonstration, and Skip animation keeps the explanation. Use this written guide for feature details.

Users

• Users: User, Role, Teams, Status, Last active and Countersignatory for everyone in the workspace.
• Read the table headings: The headings tell you what each member value means. Read across one row rather than comparing values from different rows; this keeps the identity, status and other details associated with the correct record.
• Open the intended record: Use the open control on the intended member row to inspect its details. Check the row identity first. Opening details lets you read more information without assuming that the record needs a change.
• Read role and status together: A Users row shows both access and membership state. An invitation or inactive record is not the same as an active colleague. Review the Role, Teams and Status columns together before deciding whether someone can perform a task.
• Open a profile: The opened member profile shows the access recorded for one colleague. Confirm their identity, then read role and status together before deciding whether any access needs to change.

What a member can do

• What a member can do: Role decides what a colleague can see and request. Inviting someone and changing a role stay explicit actions.
• Review access before changing it: Confirm the member name and current role in the inspector. Grant only the access needed for their responsibilities. Team membership and a countersignatory label do not replace the separate permissions and approval requirements for regulated operations.
• Investigate a missing colleague: If a colleague cannot find the workspace, check the intended email address and invitation state before inviting them again. On real records, invitation management is a deliberate action. This sample profile inspection sends no email and changes no access.

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