Managing Users
As a tenant admin you can invite new users, assign roles, block accounts, and manage all members within your organisation. User management is found at /management/usermanagement.
Inviting a User
New users join your organisation by invitation email or QR code. To invite via email:
- Go to Management → User Management.
- Click Invite User.
- Enter the user's email address.
- Select an initial role (e.g. Coordinator, Viewer).
- Click Send Invitation.
The user receives an email with a sign-up or sign-in link. Once they accept and sign in, they appear in the user list and their role is active.
Invitation status
| Status | Meaning |
|---|---|
| Pending | Invitation sent, user has not yet accepted |
| Accepted | User has signed in and joined the organisation |
| Expired | Invitation link has expired; resend to issue a new one |
To resend an expired invitation, find it in the pending list and click Resend.
Organisation Join Code (QR)
Your organisation has a unique join code that can be shared as a QR code or URL. Anyone with the code can join your organisation directly without a personal invitation:
- Go to Admin Panel → Join Code (or Settings → Join Code).
- The QR code and URL are displayed.
- Share with new members — they scan the code or open the link and are added after signing in.
If the code is compromised, click Regenerate Code to invalidate the old one and create a new one.
Viewing Organisation Members
All current members appear in the Users tab of User Management. The list shows:
| Column | Description |
|---|---|
| Name | Display name |
| Login email | |
| Roles | Assigned roles |
| Joined | When they joined the organisation |
| Blocked | Whether the account is currently blocked |
Use the search bar at the top to find a specific user by name or email.
Assigning & Removing Roles
- Go to Management → User Management.
- Find the user and click on their row.
- Use the Roles selector to add or remove roles.
- Save changes.
A user can hold multiple roles simultaneously. Permissions from all assigned roles are combined.
For an explanation of the permission system, see Roles & Permissions.
Blocking a User
A blocked user cannot sign in to the organisation. Their data is retained.
- Find the user in User Management.
- Click the three-dot menu (⋮) next to them.
- Select Block User and confirm.
To unblock, repeat the process and select Unblock User.
WARNING
Blocking a user immediately terminates their session. They are redirected to a blocked-account page if currently signed in.
Removing a User from the Organisation
- Find the user in User Management.
- Click Remove from Organisation from the three-dot menu.
- Confirm.
The user's account remains on the platform but they lose all access to your organisation's data and resources.
Password Reset
Users can reset their own password from the login page. As an admin you cannot directly reset passwords. Point the user to the Forgot Password link.
If the user uses only passkeys (no password), they can enrol a new passkey from Settings → Passkeys.
Managing Pending Invitations
Go to Management → User Management → Pending Invitations to see all outstanding invitations. From here you can:
- Resend — send a new invitation email.
- Cancel — invalidate the invitation link.