Step by step

1. Open the Management menu and choose Invite an administrator

   In the admin office, with your organisation selected, look for the action menus at the top right of the screen. Open the Management menu and choose Invite an administrator. The label may be renamed for your kind of organisation.

2. Wait for the invitation screen to load

   The invitation screen opens at its own address. The full navigation stays visible around it.

3. Review the roles available and who is already here

   The screen reads your organisation's details and builds a list of roles you are allowed to grant. Role names are shown in your organisation's own words, not generic platform labels. A table below the form lists everyone already in your organisation, up to twenty people.

4. Fill in the invitation form

   Enter the person's email address, first name, and last name — all three are required. Tick each role you want to give them. No roles are ticked by default, so nothing is granted unless you make a deliberate choice. When you are ready, press Send the invitation.

5. Let the system verify you have authority to invite

   Before anything is written, the system checks your authority again using the organisation stored in your session cookie, not anything submitted in the form. If you do not hold the administrator role for this organisation, the invitation stops here and you see an error message.

6. The system validates the details and checks for an existing account

   The email format is checked and both name fields must be present. The system then searches for an existing account with that email address. If one exists it will be updated; if not, a new account will be created. Only roles from the permitted set can be written, regardless of what was submitted.

7. The account is created or updated with your organisation's membership

   For a new account, a record is created with a random password, marked as verified, and added to your organisation with the roles you chose. For an existing account, your organisation is added to their memberships while all their other organisation memberships are left untouched. Either way, the account is set to active.

8. A password-set link is generated and the invitation email is sent

   A single-use token is generated and built into a link on your organisation's own domain. A branded email is sent explaining what the link is for. The link is valid for three days. The account is stamped with the invitation date and an audit event is recorded.

9. Read the confirmation and let the screen refresh

   The screen shows a confirmation message saying the person has been sent a link to set a password, or a variant noting they already had an account. The list of people in your organisation is refreshed automatically, so the newly added person appears in the table straight away.

10. Use the table to manage people and follow up if needed

    The table shows each person's name, email, last sign-in or invitation date, and their current roles in your organisation's own words. If someone has not yet signed in and their account is active, you can resend the invitation. You can also change any person's roles using the inline editor, or remove them from your organisation. The system will not let you remove yourself or the last administrator.

What happens next

The invited person receives an email with a single-use link to set their password. The link works for three days. If they had no account on the platform, one has been created for them, already verified, with no password set. If they already had an account for another organisation, they have simply been added to yours. Either way, they appear immediately in the Who is already here table on the invitation screen.

Once they click the link and set a password, they can sign in and access the parts of the admin office their roles allow. Until they do, the table shows their invitation date and offers you a button to resend the invitation if needed.

Good to know

No roles are granted unless you tick them deliberately — the form leaves everything unticked on purpose. You can only grant roles from the permitted set for your organisation type; the form will not let you write anything outside that set, even if someone tried to manipulate the submission.

The system prevents two important mistakes when removing people later: you cannot remove yourself, and you cannot remove the last remaining administrator. This ensures your organisation always has someone able to manage it.