Users and invitations

Admins manage people under Administration. There are two pages:

• Invitations is how you bring a new person in. They get an email and set their own password.
• Users lists everyone in the organization. You edit, deactivate, reset and remove people here.

Any signed-in user can read the user list through the API. Only admins can change it.

Invite someone

1. Go to Administration → Invitations and select Invite user.
2. Fill in the form:
   • Email: the address the invitation goes to.
   • Role: Member or Admin. Only the owner can invite an admin. Nobody can invite an owner, so choosing Owner is refused.
   • Link expires after: 24 hours, 3 days (default) or 7 days (max).
   • External user: tick this when the invitation policy asks you to confirm an address outside your verified domains. See Invitation policy.
3. Select Send invitation.

The Invitation sent dialog shows the invitation link once. Select Copy link if you want to send it another way. The link is not shown again.

What the invited person does

1. They open the link in the email. The page shows the role and when the link expires.
2. They enter their email in Confirm your email. It must match the address you invited; capital letters do not matter. Display name is optional.
3. They select Accept invitation and see Check your email.
4. A second email arrives with a link to set a password. That link expires after 72 hours and works once.

Until they set the password, the user appears on the Users page as Pending.

The invitation itself works only once. If the link is wrong, expired, cancelled or already used, the page says Invitation unavailable and gives no further detail.

Track and cancel invitations

The Invitations page counts Total, Pending, Redeemed and Cancelled invitations. Filter by status or search by email.

To cancel, select Cancel on a pending invitation. The link stops working immediately. Only pending invitations can be cancelled.

Limits

• At most 500 pending invitations at a time.
• At most 50 invitations per hour for the organization, counted per clock hour in UTC.
• You must wait 60 seconds before inviting the same email address again.
• You cannot invite an address that belongs to an app.

Invitation policy

Once your organization has a verified domain, invitations check the invitee's email domain. The policy is an organization setting called invite_domain_policy. An admin can change it through the organization API.

Invite many people at once

The bulk invitation API takes up to 200 rows in one request. Each row has the same fields as a single invitation. The limits above still apply to every row.

Each row gets its own result, so some can succeed while others fail. The outcomes are created, invalid_email, policy_rejected, invalid_role, rate_limited, unknown_team, guarded_team and internal_error.

An invitation made through the API can also name teams with team_ids. If one of those teams is deleted before the invitation is accepted, the new user joins without it.

Manage users

Administration → Users lists everyone, with their role, status and number of teams. Filter by role or status, or search by name or email.

Open a user to see their teams, the grants they get through those teams, and when they last signed in.

Edit a user

Select Edit User to change:

• Full Name
• Role: only the owner sees this choice. The owner can set Admin or Member.
• Teams: add or remove teams. Teams managed by an identity provider and the Vigilfield system team cannot be picked here.

The email address cannot be changed.

An admin can change teams and status only for members. The owner can change them for admins too. Changing someone's role signs them out everywhere.

Deactivate and reactivate

Select Deactivate on a user's card. They can no longer sign in, and an active user is signed out everywhere. Select Activate to let them back in. The owner cannot be deactivated from the app.

If the user owns apps, deactivation is refused until you give those apps a new owner.

Reset a password

On a user's page, select Reset password, then Send reset email.

This makes their current password stop working right away and emails them a link to set a new one. They cannot sign in until they do.

• Not available for federated users. Reset their password in your identity provider.
• Not available for apps or inactive users.

Reset multi-factor authentication

Use this when someone has lost the phone with their authenticator app, or their security key. On their page, select Reset MFA and confirm.

• Their authenticator app, passkeys and security keys all stop working right away.
• They are emailed a link to set up a new factor. They cannot sign in until they use it.
• Their password is not changed.

If they have also forgotten their password, reset that too. Not available for federated users (their identity provider manages their second factor) or apps.

Remove a user

Select Delete User and confirm. This removes the user from the organization and signs them out everywhere. It cannot be undone.

• You cannot delete yourself.
• If the user owns apps, Vigilfield shows Reassign apps first with the list. Give those apps a new owner, then try again.

Add a user without an invitation

New User creates a user record directly, with Email, Full Name, Role and at least one team. It sends no email, and the new user starts as Pending. To give someone a way to sign in, use an invitation instead.

Transfer ownership

Only the owner can do this, and the new owner must already be an admin.

1. Go to Administration → Users.
2. On the admin's card, select Transfer Ownership and confirm with Transfer.

You become an admin. Both of you are signed out and need to sign in again. You cannot undo this yourself; the new owner would have to transfer it back.

API reference

• Create an invitation, list, cancel
• List users, update, delete
• Reset a user's password
• Transfer ownership