Managing Users

This guide explains how to invite new users to your organisation's account, change a user's role, and remove users.

Only users with an Admin role can manage other users. When an account is first created, the user who creates it becomes that organisation's Admin by default. Every organisation must always have at least one Admin.

How to Invite a User

  1. Click Manage Organisation in the navigation bar and select the Users tab.
  2. Click the 'Invite a User' button in the top-right corner.
  3. There are two different ways you can invite users:
    1. Click 'Invite via Link' to generate a unique invitation link. Copy this link and send it directly to the person you want to invite (e.g., via Slack, Teams, or email).
    2. Click 'Invite via Email' to enter the person's email address. The system will send the invitation directly to their inbox.
  4. Choose the role for this user. New invitations default to the Admin role. If you want this person to be a regular user instead, switch the selection to User before sending.

Heads up: Admins can manage billing, invite and remove members, change other members' roles, and see other members' names, email addresses, and roles. Only invite someone as an Admin if you trust them to view or make changes to these details on behalf of your organisation.

Invite a User dialog

Invitations are single-use and expire after 14 days. If inviting by email, the invited user must be logged in with the same email address to accept the invitation. If the person you invited says they clicked the link and got an error, point them at Accepting an Invitation — in most cases they're already verified and just need to continue.

What Each Role Can Do

User role members can:

  • Find matches and draft applications
  • Add, edit, and delete funding requests
  • Edit the organisation profile and funding needs

Admin role members can do everything a User can do, plus:

  • Manage billing and subscription
  • Invite new members and remove existing members
  • Change other members' roles
  • See other members' names, email addresses, and roles

When your Organisation Reaches it's Scan Limit

Because only Admins can manage billing, a team member with the User role who runs out of scans can't upgrade the plan themselves. Instead they'll see an Upgrade Required message explaining that, with a Request Upgrade button.

Clicking it emails every Admin in the organisation, so someone with billing access can review the subscription. The person requesting sees a confirmation that the request has been sent, and can send another once every 5 minutes.

A few things worth knowing:

  • Admins don't see the button. If you're an Admin you can subscribe or change the plan directly — see Billing and Accounts.
  • If your billing is managed by a parent organisation, the request isn't available, since the subscription isn't yours to change. Talk to whoever manages billing for your group.
  • If you're an Admin and one of these emails arrives, you can review and change the plan from Manage Organisation > Accounts.

How to Change a User's Role

Use this to promote a User to Admin, or demote an Admin to User.

  1. Click Manage Organisation in the navigation bar and select the Users tab.
  2. Find the user in the list and click the Change Role button next to their name.
  3. A confirmation dialog will appear explaining what will change. Click Continue to apply, or Cancel to back out.

Change Role confirmation dialog

Keep at least one Admin

Your organisation must have at least one Admin user so that someone can always access billing, account settings, and user management.

You cannot change your own role from the Users list. If you need to step down as Admin, first promote another member to Admin, then ask that new Admin to change your role.

How to Remove a User

  1. Click Manage Organisation in the navigation bar and select the Users tab.
  2. Find the user in the list and click the Remove User button next to their name.
  3. Confirm to remove them. They will lose access to your organisation immediately.

You can remove either regular Users or Admins.

Need Help?

For any issues with inviting, removing, or changing roles for users, please contact us at [email protected].