Team members and roles

Every team member signs in with their own account and has one role in your organisation. The role decides which buttons they see and what they can change.

What you need

• The role Owner or Admin in your organisation. Other roles do not see Team members under Settings.
• The email address of the colleague you invite.

What each role can do

Whoever creates the organisation is the owner. The table shows what each role can do in the portal.

Never choose Read only for someone from your customer. That role applies to everything in your organisation, including the gateways of your other customers. To let a customer look along, share a dashboard with a link. Who else can reach your data is described in Where your data is stored and who can access it.

Invite a colleague

Loading the walkthrough.

Your colleague receives an email with a link. Through that link they create an account, or they sign in if they already have one.

1. Open Team members

   Go to Settings > Team members.

2. Start the invitation

   Click Invite user. The Invite user window opens.

3. Enter the email address

   In Email address, enter your colleague's address.

4. Choose the role

   In Role, choose the role, for example Technician. Owner is only in the list if you are an owner yourself.

5. Send the invitation

   Click Send invitation. The invitation now appears under Pending invitations, with the date until which the link works in the Expires column.

After accepting, your colleague appears under Members. An account belongs to one organisation. If your colleague is already a member of another organisation, they cannot accept the invitation. How they secure their account is described in Secure your sign-in and account.

Create a join code

With a join code, a colleague joins by themselves, without an invitation email. You choose the role in advance and give them a code of 6 characters.

1. Start a new code

   On the Team members page, under Join codes, click Generate code. The New join code window opens.

2. Choose the role

   In Role, choose the role Admin, Technician or Read only.

3. Generate the code

   Click Generate code. The code now appears in the list, with the role and the date under Expires.

4. Copy the code

   Click the code. The portal copies it and shows Code copied.

5. Pass on the code

   Give the code to your colleague. After creating their account, they enter it under I have a join code.

A code is valid for 30 days and works once. Up to 20 codes can be active at the same time. You revoke a code you no longer need with the bin icon next to the code. What your colleague does next is described in Sign in and create your organisation.

Handle an access request

A colleague who creates an account by themselves can ask for access under I'm looking for my colleague's account. They enter the email address of the owner there. The request then appears under Access requests on the Team members page. If they enter a different address, no request arrives.

1. Open the request

   Under Access requests, click Approve next to the request. The Grant access window opens.

2. Choose the role

   In Role, choose your colleague's role.

3. Grant access

   Click Approve. Your colleague receives an email and now appears under Members.

If you do not want to allow the request, click Deny. The requester receives an email about it. The owner also receives every request by email, with one button per role and one button to deny. A request that nobody handles expires after 7 days.

Revoke or resend an invitation

Invitations that are still valid appear under Pending invitations. Invitations whose link has expired appear under Expired invitations.

You revoke an invitation with the bin icon next to it. The link in the email stops working. If the email of a pending invitation did not arrive, revoke the invitation and invite your colleague again.

You resend an expired invitation with the round arrow next to it. Your colleague receives a new email and the invitation appears under Pending invitations again. The expired row stays until you revoke it.

Change a role

You choose a new role in the Members list. The portal saves it as soon as you choose it.

1. Open Team members

   Go to Settings > Team members.

2. Open the role list

   Under Members, in the team member's row, click the role in the Role column.

3. Choose the new role

   Choose Admin, Technician or Read only. The portal shows Role updated.

The owner's role is fixed in the list. Another team member becomes the owner through an invitation with the role Owner.

Remove a team member

A team member you remove loses access to your organisation immediately.

1. Open Team members

   Go to Settings > Team members.

2. Start the removal

   Under Members, in the team member's row, click the bin icon. The Remove member? window opens.

3. Confirm the removal

   Click Remove. The portal shows Member removed.

You cannot remove the owner. There is no bin icon in the owner's row.