User Management
The tab User Management lists everyone who has a login for your account or has been invited. Admins and managers invite people here and assign their roles (see Roles and Permissions).
Member list
The tiles at the top show the number of Organisation members, the Open invitations, and the members Without project access. The table Members of the organisation contains logins and open invitations with these columns:
- Name and Email
- Org role: the person's organisation role
- Projects and Roles in projects: the projects the person has access to, and their project roles
- Access limited: the date until which access is granted, if limited
- Status: Active, Deactivated, Invited, or Invitation expired
Expand a member's row to see their projects and roles, and to change them directly.
You can't change your own login here. Managers also can't change admins.
Invite a person
- Click Invite person
- Enter the Email address
- Choose the Role within the organisation
- Optionally limit access under Limit access: pick the date until which the person may use the account. Leave the field empty for unlimited access.
- For the role Member: click Next: projects & roles and assign projects with a project role each. This step is optional; you can also assign projects later.
- Click Send invitation
The person receives an email with a link to accept the invitation and appears in the list as Invited. The link is valid for 72 hours. To accept, the person sets a password and can then sign in.
An email address can only belong to one account. The invitation fails if the address already has a login in your account or in another account, or if an invitation to it is already open.
Manage invitations
Open an invitation's action menu:
- Resend invitation sends a new link; the previous link stops working
- Withdraw invitation invalidates the link
When a person accepts an invitation or an invitation expires, a notification goes to the account's contact email address.
Change projects and roles
Projects and project roles (members only): expand the row, or open the action menu and choose Edit projects & roles. Add projects with + Assign project, choose the Role in project for each, and remove projects with the remove button. Then click Save.
Organisation role: open the action menu and choose Change org role. Choose the new role and click Save. The change applies immediately; existing project roles are kept. In the same dialog you can set or remove the access limit.
The account always keeps at least one admin; the role of the last admin can't be changed.
Deactivate a login
- Open the login's action menu and choose Deactivate user
- Check the summary and click Deactivate user
The person can't sign in anymore, and their access to all projects ends immediately. Resources they created remain. Credentials outside the web app, e.g. S3 access keys or Nextcloud passwords, aren't revoked automatically; rotate them yourself.
To undo this, choose Reactivate in the action menu. If the login's access limit has already passed, set a new date first. Logins aren't deleted; deactivating is the way to remove a person's access.
The last admin who can still sign in can't be deactivated. To deactivate this login, first give another person the role Admin (org).
Limited access
If you limit a person's access to a date, their login is deactivated automatically after that day.