Users and Invitations

What is this page for?

The first step in working together is inviting people to your organization. New members are never added directly. Each person joins by accepting an invitation from you. This makes it clear from the start who is joining and with what authority.

The invited person sees which organization and which role they are invited to before they join. After they join, the member appears in the Users list, and you manage them from there.

Example scenario

At a construction company, operations manager Mehmet wants to add Ayşe, a new site supervisor, to his team. He opens Organization Settings → Users and enters Ayşe’s email address. He gives her the Member role and sends the invitation. Ayşe opens the link in the email, creates her account and accepts. Mehmet sees her in the Users list as a member.

Who uses it

• Owner and admins: Invite members, manage pending invitations and remove members from the organization.
• The invited person: Opens the link, reviews the invitation and accepts it.
• Existing members: Update their own profile details (display name, phone) and see the other members.

Step by step

1. Open the Users section. Go to Organization Settings → Users. Current members and any pending invitations are listed here.
2. Invite a member. Click “Invite Member”, enter the person’s email address and choose a role: Admin or Member. For example, choose Member for a site supervisor.
3. The invitation email is sent. The person receives an email with their own link. Until they accept, the invitation shows as “pending”.
4. The person accepts. They open the link and see which organization and role they are joining. If they have no account, they create one first.
5. Membership begins. They appear in the Users list and start working with the permissions of their role.
6. Manage invitations. If an email did not arrive, use “resend” to create a new link. Cancel invitations you no longer need. You can invite several people with the same role at once.
7. Remove members. When someone leaves the team, click “Remove” next to their name. This only removes their access; the records they created stay in the organization.

Process flow

flowchart TD
    A[Admin enters email and role] --> B[Invitation email is sent]
    B --> C{Does the person have an account?}
    C -- No --> D[They create an account first]
    C -- Yes --> E[They review the invitation]
    D --> E
    E --> F{Accepted?}
    F -- No --> G[Invitation stays pending or expires]
    F -- Yes --> H[They become an organization member]

Frequently asked questions

Does the invited person need an account beforehand? No. If they have no account, the link guides them to create one first. If they already have an account, they can accept the invitation directly.

I invited the wrong person. What can I do? If the invitation has not been accepted yet, cancel it from the pending invitations list in the Users section. The link of a cancelled invitation no longer works.

The invitation email did not arrive. Can I send it again? Yes. Use the “resend” option for the pending invitation. A new link is created. Ask the person to check their spam folder as well.

Can I invite several people at once? Yes. You can send the same role to several email addresses in one go. Each person joins separately with their own link.

When I remove a member, is their data deleted too? No. Removing a member only removes their access to the organization. The tasks, records and content they created stay in the organization.

Can I change the role of someone I invited? Yes. The role you choose during the invitation is only a starting point. After the person joins, you can change their role from the Roles and Permissions page.