Invite staff and assign roles

Invite Credit Officers, Adjudicators, and other staff to your workspace and assign them the right roles for their department.

As an Administrator, you can invite staff to join your credit union workspace. Each invitation specifies the staff member’s role, so their access is live the first time they sign in. Invitations are sent by email and accepted through a secure one-time link.

Only Administrators can send invitations or manage team member access. If you need to invite someone and do not see the Administration group in the sidebar, contact your Administrator.

Sending an invitation

1. Go to Administration → Invitations

   In the left sidebar, open the Administration group and select Invitations.

2. Enter one or more email addresses

   In the Send invitations card, type the work email addresses of the people you are inviting. You can add several at once, separated by commas, semicolons, spaces, or new lines. Every address in the card receives the same role. Make sure the addresses are correct, because each invitation link is tied to the email it was sent to.

3. Select their role

   Pick the role that matches their responsibilities, for example Credit Officer, Adjudicator, or Branch Manager. If you are unsure which role to assign, see Roles & Permissions for a full description of each role.

4. Click Send invitations

   Click Send invitations. Each new invitation appears in the list below with a Pending status, and the platform confirms how many were sent.

5. The staff member receives the email and clicks the link

   Your colleague receives an email with a secure Accept invitation link. The link is valid for 72 hours. New users are taken to sign-up to create their account. People who already have an account are taken to sign-in first, then straight into the workspace.

6. The staff member lands in the workspace

   Once a new user has created their password and verified their email, the platform signs them in and lands them on the workspace dashboard with their assigned role already active.

Some addresses can be skipped, and the platform tells you why. An address is skipped when it is not a valid email, when it already belongs to an active member of this workspace, or when it already has a live pending invitation. A member you previously suspended or revoked can be re-invited. Their existing record is reactivated when they accept.

Invitation links are single-use and expire after 72 hours. If a link expires before it is used, find the invitation in Administration → Invitations and use Resend to issue a fresh link.

What the invitee sees

The invitation link is bound to the address it was sent to. If someone who is signed in under a different email clicks the link, they are blocked and shown an email-mismatch page rather than being added under the wrong account. Ask them to sign out, or to open the link in a session for the invited address.

Bulk import from a CSV

When you need to onboard many people at once, import a CSV instead of typing addresses by hand.

1. Open the import dialog

   On the Invitations page, click Import in the top-right corner.

2. Upload your CSV

   Provide a CSV with a header row. Two columns are required: email (header email, email address, or e-mail) and role (header role or role name). You can also include optional first name, last name, and branch columns (the branch header can be branch or branch code). The file is capped at 500 rows and 1 MB, whichever comes first, so a file with long rows can hit the size limit below 500 rows. Every upload is checked: the contents must read as CSV text, the file passes a virus scan, and rows with formula-like values are sanitized.

3. Review the preview

   The platform parses the file and shows a preview that classifies every row as ready, invalid, duplicate, already a member, or already invited. Nothing is sent at this stage.

4. Commit the import

   Confirm to send invitations to the ready rows. Each one becomes a pending invitation exactly as if you had entered it by hand.

Bulk imports are rate-limited to 5 committed runs per hour per workspace. Every import is recorded in the workspace’s import history and the audit log, including previews, rejections, and commits, so there is always a trail of who imported what.

Managing pending invitations

You can track the status of all outstanding invitations from Administration → Invitations.

Pending

The invitation has been sent but not yet accepted. Resend a pending invitation to send a fresh link.

Accepted

The invitee has created their account and joined the workspace. You can find their membership record in Administration → Team & roles.

Expired

The 72-hour window passed before the invitation was accepted. Click Resend to generate a new link with a fresh expiry.

Revoked

An administrator manually cancelled the invitation before it was accepted. Revoked invitations cannot be reactivated. Send a new invitation if access should still be granted.

To act on an invitation, open the ⋯ menu at the end of its row. Pending and expired invitations offer Resend and Revoke.

Resend invalidates the previous link and issues a brand-new one. The old link stops working, so the invitee should always use the most recent email. Revoke immediately invalidates the link in the invitee’s inbox.

Changing a team member’s role

If a staff member’s responsibilities change, you can update their role at any time. Each member holds exactly one role, so changing it replaces the previous role.

1. Go to Administration → Team & roles

   In the left sidebar, open the Administration group and select Team & roles.

2. Find the team member

   Search by name or email address to locate the member.

3. Pick the new role

   Open the role dropdown in the member’s row and choose the new role. The change applies the moment you select it. There is no separate save step. It takes effect on the member’s next page load.

Suspending a team member’s access

When a staff member leaves the credit union or is placed on leave, you can suspend their access without deleting their account. Suspension preserves all of their history. Loan records, audit logs, and previous actions remain intact.

1. Go to Administration → Team & roles

   Navigate to Administration → Team & roles and search for the team member.

2. Open the actions menu and click Suspend

   Open the ⋯ menu at the end of the member’s row and click Suspend.

3. Confirm the suspension

   Click Suspend member. The member’s access is revoked immediately. Any sessions they currently have open are blocked on their next request.

To reinstate a suspended member, open the same ⋯ menu and click Reactivate.

Suspension takes effect immediately. The member cannot sign in to this workspace until an administrator reactivates them. Their account and all historical data are preserved throughout.

The capabilities behind these actions

These admin actions are each gated by a specific capability, all held by the Administrator role:

• admin.tenant.invite.create sends and resends invitations and runs the CSV import.
• admin.tenant.invite.revoke revokes invitations.
• admin.tenant.invite.list views the invitations list.
• admin.tenant.member.role.set changes a member’s role.
• admin.tenant.member.deactivate suspends and reactivates members.