Organization Settings

Invite people to your organization

New members join your organization by accepting an invitation. You send it from the Users tab. Each invitation carries a secure, single-person link that works for a limited time, and you can copy the link to share it through chat or another channel if the email doesn’t arrive.

In the app: Settings › Organization Settings › Users tab › Add User

Before you start

  • You need the Admin role in the organization.
  • Your organization needs a free seat. Pending invitations use a seat until they’re accepted, revoked, or expire. See How seats are counted.
  • If your organization has an email domain set, the invitee’s address must be on that domain. See Organization-wide settings.

Send an invitation

  1. Click Add User above the member grid. The Add New User dialog opens.
  2. Enter the person’s Email Address.
  3. Choose a Role: None, Read Only, Read/Write, or Admin. It defaults to Read Only. See Roles in Kenseme.
  4. Leave Send invitation email checked to email the link. Clear it to create the invitation without sending anything, for example when you’d rather send the link yourself.
  5. Optionally check Require Microsoft sign-in. The invitee then has to sign in with their Microsoft account; an email-and-password sign-in is rejected for this invitation.
  6. Click Send Invitation.
[screenshot]
The Add New User dialog with Email Address, Role, Send invitation email, and Require Microsoft sign-in.

After you send an invitation, a confirmation dialog opens. Its title is Invitation Sent when the email went out and Invitation Created when it didn’t. The dialog tells you which of these happened:

  • The email was sent. You can still share the link directly; it’s the same link that’s in the email.
  • The email couldn’t be sent. The invitation exists anyway. Share the link yourself, or resend the email later.
  • You chose not to send an email. Share the link yourself.

The Invitation link field holds the link. Click the copy icon beside it to put it on your clipboard. The dialog also shows when the link expires.

Note: The link only works for the person it was sent to. Whoever opens it has to sign in with the invited email address; anyone else sees “This invitation was sent to a different address” and isn’t added.

What the invitee sees

The invitee’s side is covered step by step in Accept an invitation. In short: when they open the link, Kenseme asks them to sign in or sign up, then shows Join your organization as role? with an Accept invitation button. Once they accept, they’re a member with the role you chose and the invitation disappears from your pending list.

They see a different message if:

  • they signed in with a different email address than the one you invited;
  • the invitation requires Microsoft sign-in and they used an email-and-password account (they’re asked to sign out and choose Microsoft);
  • the invitation was revoked or has expired (“This invitation is no longer valid”). Send them a new one.

Manage pending invitations

Invitations that haven’t been accepted appear under Pending Invitations below the member grid, with the Email, Role, who they were Invited By, and when they Expire. Invitations that require Microsoft sign-in carry a Microsoft badge.

Resend an invitation

Use this when the invitee lost the email or the link expired.

  1. Click the resend icon (an envelope with an arrow) on the invitation’s row.
  2. Read the confirmation. Resending sends a new email with a new link; the old link stops working. The dialog shows when the new link will expire.
  3. Click Resend.

The same confirmation dialog as above opens, so you can copy the new link.

Revoke an invitation

  1. Click the revoke icon (an X) on the invitation’s row.
  2. Click Revoke to confirm.

The link stops working and the seat is freed. An invitation that’s already been accepted can’t be revoked; deactivate the member instead.

Why an invitation might be refused

The dialog shows the reason under the fields. Common ones:

Message What to do
A user with email ‘…’ already exists in this organization. They’re already a member. Change their role or reactivate them instead.
An invitation for ‘…’ is already pending. Resend the existing invitation rather than creating a new one.
Seat limit reached (X of Y). Upgrade your plan or add seats. Revoke an unused invitation, deactivate someone, or add seats.
Members of this organization must use a @… email address. Invite an address on your organization’s domain, or clear the domain setting.
This email address cannot be added to the organization. The address belongs to Macula staff and can’t be added as an ordinary member.

How long invitations last

Invitations expire after a set number of days. The confirmation dialog and the Expires column show the exact date and time. An expired invitation stops working, stops using a seat, and can be resent to get a fresh link.

🚩 TODO: The default lifetime is 2 days in the shipped configuration, but it’s configurable per deployment. Confirm the value to state here.