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# Invite and manage users

# Invite and manage users

Add people to your organisation, give them the right roles and site access, and manage their
accounts over time — all from the **Users** page. You can invite people **one at a time**, or invite
**many at once** from a CSV file.

> **You'll need administrator permissions** for your organisation to invite and manage users.

---

## Invite a single user

1. Open **Settings**, then open the **Users** page from the left-hand menu under **Organisation**.
2. Click the **+** button in the card header. *(If your organisation has no users yet, click
   **Create User** instead.)*
3. **Enter the user's email address.**
4. **Choose their organisation role(s).** At least one is required — this sets what they can do
   across your organisation (see *Roles* below).
5. **Optionally assign site roles.** For each site you manage, you can tick the role(s) the person
   should have at that site. You can also leave this empty and assign sites later.
6. **Decide whether to send an invitation.** *Send invitation* is on by default — leave it on to
   email the person a link to set up their account. Turn it off to create the account now and invite
   them later.
7. Click **Send Invitation** (or **Create User** if you turned off the invitation).
8. A confirmation dialog appears. If you'd like to share the invitation link yourself — for example
   over chat — **copy** it here. (An invitation email has also been sent.)
9. Close the dialog. The new user appears in the table with a **Pending** status until they finish
   setting up their account.

> **Inviting more than one person?** In the invite dialog, click **Multiple users? Bulk invite
> here** to switch to the bulk CSV flow described next.

---

## Invite multiple users at once (bulk upload)

If you're onboarding a whole team, you can invite up to **50 people at once** from a CSV file
instead of adding them one by one.

### Step 1 — Open the bulk invite tool

On the **Users** page, start an invite (the **+** button), then click **Multiple users? Bulk invite
here**.

### Step 2 — Download the template

Click **Download CSV Template**. The template comes ready with the correct column headers,
**including a column for each of your sites**, so you don't have to set it up by hand.

### Step 3 — Fill in your users

Add one row per person. The columns are:

| Column | What goes in it |
|--------|-----------------|
| `email` | The person's email address. **Required.** |
| `role` | Their organisation role(s). Separate multiple roles with a **semicolon** — for example `Admin;Member`. |
| *(one column per site, named after the site — e.g.* `Pier Point`*)* | The site role(s) for that site, again semicolon-separated. Leave the cell blank to give no access to that site. |

A short example:

```csv
email,role,Pier Point,Harbor Tower
alice@acme.com,Admin;Member,Site Admin,
bob@acme.com,Member,Site User,Site User
```

The bulk invite screen also lists your organisation's exact **role names** and **site role names**
for reference, so you can copy them in precisely. Role and site names aren't case-sensitive.

### Step 4 — Upload your file

Drag your CSV onto the upload area, or click to browse and select it.

### Step 5 — Review the preview

Before anything is sent, you'll see a preview of every row:

- A summary tells you how many invites are **valid** and how many are **invalid (will be skipped)**.
- Each row shows the email, the organisation roles, the site access, and a status.
- Invalid rows are flagged with the reason — for example an unrecognised role name, a duplicate
  email, or a missing email. **Only valid rows are sent**; invalid ones are skipped.

If you need to fix anything, correct your CSV and upload it again.

### Step 6 — Send the invitations

Click **Send Invitations**. When it finishes, a results screen shows, row by row, which invitations
were **sent** and which **failed** (with a reason). A problem with one person never stops the others
from being invited.

---

## Manage existing users

1. Open the **Users** page. You'll see a list of everyone in your organisation, with their details
   and account status.
2. Check each user's **status**:
   - **Enabled** — the user can sign in normally.
   - **Pending** — the user has been invited but hasn't set up their account yet.
   - **Disabled** — the user's access has been turned off.
   - **Expired** — an invitation or password reset link has lapsed; send a new one.
3. Click the **actions menu** on any user's row to see the available options. Depending on their
   status, you can:
   - **Disable** an active user (you'll be asked to confirm).
   - **Enable** a previously disabled user.
   - **Resend** or **send a new invitation** if the user hasn't completed setup.
   - **Send a password reset** for any user who has finished onboarding.
   - **Delete** a user permanently (a clear warning explains what this means).
4. You can also adjust a user's **roles** and **site access** directly from the table — click the
   role or sites cell on their row to edit. Confirm any action when prompted, and the table refreshes
   automatically.

---

## View a user's detail page

1. Click a user's row in the table to open their full profile.
2. Review their name, avatar, email, job title, and account status.
3. Use the same account actions from here — enable, disable, send a password reset, resend an
   invitation, or delete.
4. Check their organisation role assignments, and their site memberships with the site-specific
   roles for each.

---

## Roles, briefly

- **Organisation roles** decide what someone can do across your whole organisation. The built-in
  roles are **Admin**, **Member**, and **Viewer**, and your organisation may also have its own
  custom roles.
- **Site roles** decide what someone can do at a particular site (for example **Site Admin** or
  **Site User**). A person can have different roles at different sites.

Someone with organisation roles but no site access won't see site-specific features (such as
bookings or visitors) until you add them to a site.

---

## What if something goes wrong?

| Situation | What to do |
|-----------|------------|
| Invitation email not received | Resend the invitation, or copy the link from the confirmation dialog and share it directly. |
| Invitation has expired | Open the actions menu — it will show the invitation as expired. Send a new invitation. |
| Password reset link has expired | The status column shows it as expired. Send another password reset. |
| You need to remove someone immediately | Delete or disable the user. Disabled users lose access straight away. |
| Some rows in my bulk upload were skipped | The preview flags each invalid row with a reason (for example an unrecognised role name or a duplicate email). Fix those rows in your CSV and upload again — anyone already invited is unaffected. |
| A site I manage isn't a column in the bulk template | The template includes a column for each site you can manage. If one is missing, check that you have access to that site. |

---

## Related articles

- [Setting up Single Sign-On (SSO) ](/en/article/configure-single-sign-on-sso-1bwzc8r/)— let your team sign in with your identity provider
- [Verifying your domain](/en/article/verify-your-domain-1a578h9/)
- [Just-in-time (JIT) provisioning](/en/article/just-in-time-jit-provisioning-94lela/) — how SSO users get an account automatically on first
  sign-in