What this is, and who it is for
The Organization Team is the pool of people who belong to the organization. An Organization Admin invites people into it, watches whether each invitation mail arrived, makes a trusted member a second administrator, suspends and restores access, and removes people who have left. Being in the pool gives no access to any study: a member's role is set per study, on each study's team, by that study's Project Manager. Only an organization-wide role (the Organization Admin, or a custom role you made at organization scope) is given here.
| You need | To |
|---|---|
user.manage (the Organization Admin) | Open the page, invite, resend, grant, suspend, restore and remove |
user.directory.read (also the Project Manager) | See the pool when staffing a study team |
Held by: Organization Admin (user.manage).
Where to find it
Administration → Organization Team (Administrators govern the organization and hold no study role. Members are staffed on studies by their Project Managers: a member's role is set per study, not here.). Tiles show Administrators, Members, Active and Invited. The tabs are Organization pool (the list), Activity (the organization's governance events: invitations, role changes, suspensions and the like, without the request log) and Sessions, which is a placeholder reading Session inventory is served by the auth module — coming with the sessions slice. A person's own sessions are on Manage your settings and sessions.
The pool has two tables, because the two kinds of person are different:
| Table | Columns |
|---|---|
| Organization administrators (They govern the organization. They are not staffed on studies.) | Member, Role, Access (What they can access), Status, Invitation mail, Sign-in, Last active |
| Members (Their role is set per study, on each study's team.) | Member (with any organization-wide role as a badge), Studies (how many studies' teams they are on, or Not on a study), Status, Invitation mail, Sign-in, Last active |
Sign-in says Email code for everyone: there are no passwords. What they can access and the Studies count open the access report narrowed to that person.
What you can do
Invite people
- During setup, use the wizard's Team step (Set up your organization): a list or pasted rows, an organization-wide role for each, up to 200 people at once, and a status table.
- Later, choose Invite: Invite to organization (Add people to the organization pool. Roles are not set here …). Enter Email, Full name (both required) and Phone (optional), choose Add invitee and repeat; the list shows who is ready to send ({n} invitees ready to send); Invite {n} sends them. A person already in the organization is skipped and named (Not invited — name@example.com (already a member)). The dialog also offers a Personal message (optional), but the message is not sent with the invitation.
Each invitation mails a link that is valid for 72 hours and works once; opening it proves nothing and consumes nothing: the person signs in with the one-time code sent to their address, which is what accepts the invitation. A person invited as a Member, who has no organization-wide role, is sent a notice without a link until a study team gives them a role, because the sign-in is refused for an address that holds no role anywhere.
A person who already belongs to another organization is linked to this one and keeps their own profile. A person on a Live site team here cannot also be an organization member (On a Live site team. Site teams are made up of site personnel only …).
- Opens the dialog that invites a person to the organization.
Watch the mail
The Invitation mail column shows what became of the last mail: Queued, Not sent yet (queued for more than two minutes with no attempt: the worker is not running), Sent, Delivered and Bounced (only when the mail service reports them; otherwise a message stays at Sent), Failed or Accepted {when} once the person has signed in. When any mail has a problem, a warning badge, {n} mail issues, appears above the list; choosing it narrows the list to the people affected. See reason on a problem opens a short explanation of what happened and what to do, with Resend invitation when sending again can help. Resend invitation in the row menu sends a fresh mail with a new link; the earlier link stops working (at most once a minute for one invitation).
A bounced address cannot be corrected on screen: remove the person from the organization and invite them again with the right address.
Make someone a second administrator
Grant Organization Admin (row menu, members only). The person must belong to the organization and hold no study role anywhere: an Organization Admin holds no study role, so a person on any study team is taken off it first (the item is disabled with On {n} studies: remove {name} from them first). The act is recorded and applies on their next request.
Suspend, restore, remove
- Suspend account (Suspend {name}?): they are signed out of every device at once and cannot sign in again until an Organization Admin restores their access; their name stays on everything they recorded. Restore access brings them back (and clears a sign-in lock that this organization alone holds). Suspension acts on the person's membership in this organization: their other organizations and their login are untouched.
- Remove from organization: ends the membership for good, and with it every study and site membership, every organization role and every live session in this organization. What they recorded stays under their name; to bring them back, invite them again. A reason is optional (Kept with the membership and in the organization audit trail.).
An organization always keeps at least one Organization Admin who can act: suspending or removing the last one is refused (The organization must keep at least one active Organization Admin), and so is revoking the last one's invitation. The database enforces it as well as the application.
Every option
The statuses
| Status | Meaning |
|---|---|
| invited | The person has not signed in yet |
| active | They have signed in |
| suspended | Their access to this organization is paused |
An Organization Admin badge marks administrators; any other organization-wide role shows by its name beside the person.
Why a person is not invited
When an invitation list is sent from the setup wizard, a row that cannot be invited says why, with one of these reasons:
| Reason | What it says |
|---|---|
invalid_address | Not a valid email address |
invalid_name | The name is not valid |
repeated_in_list | This address is in the list more than once |
already_member | Already a member of this organization |
separation_rule | On a Live site team: site teams are made up of site personnel only |
role_unknown | That access role does not exist |
role_not_assignable | That access role is not available for an invitation |
failed | Could not be invited; try again |
A resend answers queued (a new mail is on its way), cooldown (a mail was queued a moment ago; nothing was added), not_pending (the invitation was accepted or withdrawn) or unknown (the address is not known).
What is not done here
Changing a person's name, address or phone, giving a study or site role, and seeing sessions are not on this page. A person's name and address are held by the organization; the API can change them, but no screen does.
What the system records
platform.user.invited, platform.invitation.resent, platform.user.suspended, platform.user.restored, platform.user.membership_ended (with the reason), platform.user.org_admin_granted. A person's profile or address change would be platform.user.profile_updated or platform.user.email_changed. All are in the organization's trail (Review organization access and audit). See Audit events.
What you cannot do, and why
- Delete a person. Their name is on records that outlive their employment; they are suspended or removed, never deleted.
- Suspend or remove the last Organization Admin.
- Make a person on a study team an Organization Admin, or put an Organization Admin on a study team.
- Give a study role from here. Study roles are given by the study's Project Manager, site roles by the site's staffing, and a site role takes effect only when the principal investigator signs the delegation.
- Reuse an old link. A resend replaces the previous link, and a link expires after 72 hours.
Compliance Q&A
Yes. Suspending ends the person's sessions in the organization at once; removing also ends every study and site membership and role grant in the same transaction. Both are recorded with who did it and when, and the person's name stays on everything they recorded.
Evidence: server/src/modules/platform/users (suspend and end-membership: one transaction, sessions revoked, ledger entry)simulation of 20 Oct 2026, step 2.4 (suspend, remove, last administrator refused)
Yes. A person is one identity, identified by a unique address that is also their sign-in; people are suspended or removed and never deleted, so an identity cannot be handed to someone else.
Limits: the address proves possession of a mailbox, not who the person is; checking identity at invitation is the customer's procedure.
Evidence: server users: email is the sole identifier, unique, lower-casedno hard deletesign-in by one-time code
Related
Set up your organization · Manage organization roles · Review organization access and audit · Staff a study team · Organization Admin