Members
The people who access your organization, their role and their scope, and the pending invitations. Owners and administrators only.
Members and roles
Four roles: Owner: everything, including closing the organization. Administrator: everything but ownership, always on the whole organization. Manager: works on their scope (third parties, sites, equipment, requirements, reminders). Viewer: reads their scope without changing anything. An owner manages administrators; an administrator, managers and viewers. Actions menu: “Change access”: role, scope, access end date. “Absence”: dates and deputy during a leave, shown under their name. Their notifications and internal reminders also go to the deputy; their responsibilities do not change. “Hand over responsibilities”: new job. Their open requirements, sites, portfolios and findings go to another member, within that member's scope; they keep their access. “Remove”: access cut at once. “Hand over to” gives their responsibilities to another member; the rest has no owner. “Make owner”: owner only, with your password; you become an administrator. “Reset two-factor authentication”: owner only, when a member lost their phone and backup codes; their sessions are closed and an e-mail tells them. “Sign-in history” opens the sign-in log.
Fields and buttons
- Role
- Owner, administrator, manager or viewer.
- Scope
- The whole organization, or the chosen portfolios and sites. An administrator always sees everything.
- Last sign-in
- Date of the last sign-in; “Never” for an account never used.
- No two-factor authentication
- The member signs in without two-factor authentication, a passkey or SSO.
- Change access
- Changes the role, the scope and the end of access.
- Absence
- Dates and deputy during leave: their notices and internal reminders also go to the deputy.
- Hand over responsibilities
- Change of position: their open requirements, sites, portfolios and findings go to another member; they keep their access.
- Close their sessions
- Signs the member out of all their devices and organizations, for example after a lost phone: two-factor authentication is asked again and an e-mail tells them. They can sign in again; to prevent it, remove them.
- Remove
- Cuts access at once; what they followed can be handed to another member.
- Make owner
- Owner only, with your password: they become owner, you become administrator.
- Sign-in history
- The members' sign-in log.
Changing the access of several members
Tick members, then “Change access”: choose a role or “Keep each one's role”, and a scope (the whole organization, or the ticked portfolios and sites added to each one's scope, put in its place or removed from it). Each member is changed as from their own row, with one line in the journal; you, the owner and, for an administrator, the other administrators cannot be ticked. A member who cannot be changed is left as is, with the reason. Up to 100 at a time.
Inviting
“Invite”: email address, role, invitation language, scope (the whole organization or selected portfolios and sites) and, for a viewer (auditor, temporary colleague), an access end date. The link is valid 7 days, never past the end of access; 100 pending invitations at most. “Resend” sends a new link, “Revoke” cancels it. An address whose domain has accents (müller.de) is shown with its accents; it is saved and sent in its international form (xn--…), the one mail servers read. Several addresses pasted in the box (separated by commas or line breaks, 50 at most) receive the same invitation; those refused stay in the box, with the reason. For a team with different accesses: Team sheet of the complete file (Import).
Fields and buttons
- Invite
- Sends an invitation link valid 7 days.
- Email address
- Address of the person invited.
- Role
- What they will be able to do; only an owner invites an administrator.
- Invitation language
- Language of the invitation email.
- Scope
- The whole organization, or chosen portfolios and sites (manager, viewer).
- Pending invitations
- Invitations not yet accepted, with their expiry date.
- Resend
- Sends a new link, valid 7 days.
- Revoke
- Cancels the invitation; the link no longer works.
End of access and security
A temporary access ends after its last day, shown under the member's name. The invitation of an administrator who left the organization is no longer accepted: resend it. Suspended organization: you can still remove a member and revoke an invitation or an API key. Two-factor authentication can be required for everyone (Settings › Sign-in security). “Close their sessions” signs a member out of all their devices. Role and scope changes, removals and closed sessions are written to the audit log.
Fields and buttons
- Access until (optional)
- Temporary access (an auditor, for example): access ends after this day.
- Expired
- The link is past its 7 days: resend the invitation.