Users and invitations

The Users page lists everyone who can access your organization. From it you invite new people, choose their roles, and suspend or remove people who should no longer have access.

Before you begin

• To see the Users page, you need View users (core.users.read). Every system role has it by default.
• To invite, edit, suspend or remove people, you need Invite, edit and remove users (core.users.manage). Owners and administrators have it by default.
• Invitations are sent by email. If people do not receive them, ask the person who runs your Modulix server to check the mail setup, or connect your organization's email provider in the Notifications module.

Key concepts

• Account: a person's email address, name, picture and password. An account is global: the same person can belong to several organizations with one account.
• Membership: the link between an account and your organization. Roles and status belong to the membership, so suspending someone here does not affect their access to other organizations.
• Invitation: an email with a link to join your organization. The membership waits with the status Invited until the person accepts.

The users list

In the sidebar, under Administration, select Users.

The Users page.

Column	What it shows
User	Name, email and picture. Your own row says (you). Modules can add details here, such as the organization units a person belongs to.
Roles	The roles the person has in this organization.
Status	Invited, Active, Suspended or Deactivated. For pending invitations, when the invitation expires, or Invitation expired.
Last sign-in	When the person last signed in, or Never.

If your organization defined custom fields on users with Show in lists turned on, they appear as extra columns.

Add a person

You can add someone in two ways:

• Send an invitation (recommended). The person gets an email, chooses their own password and joins when they accept.
• Create the account yourself with an initial password that you pass on to them. The person can use Modulix right away.

1. On the Users page, select Add user.
2. Enter the person's Email.
3. Enter their Name. It is required when you set an initial password. For an invitation it is optional: without it, Modulix uses the part of the email before the @, and the person can change it when accepting.
4. Leave Initial password empty to send an invitation. To create the account yourself, enter a password of at least 8 characters.
5. Under Roles, tick the roles the person should have. Member is ticked by default. See Roles and permissions.
6. Fill in any additional fields or sections that modules show in the dialog.
7. Select Add user.

Modulix shows Invitation sent or User added.

Inviting a new person with the Member role.

Good to know:

• If the email already belongs to a Modulix account (the person uses Modulix in another organization), adding them with a password adds them to your organization directly; their own password does not change. Inviting them sends an invitation that they accept with their existing account.
• If you do not tick any role, the person gets the Member role.
• People added directly receive the Added to an organization notification.
• If the dialog says This person is already a member., the person already has access. If it says This account is deactivated., the account was disabled on the server; contact the person who runs your Modulix server.

Manage pending invitations

Invitations expire after 7 days unless the server is set up differently. The Status column shows "Invitation expires in 5 days" or Invitation expired.

Select the actions button (…) at the end of an invited person's row:

Action	What it does
Resend invitation	Sends a new email with a new link and a new expiry date. The previous link stops working. Use it when an invitation expired or got lost.
Edit	Changes the roles the person will have when they join.
Withdraw invitation	Cancels the invitation. The link stops working and the person disappears from the list.

To learn what the invited person sees, see Signing in.

Change someone's roles

1. Select the actions button (…) at the end of the person's row, then Edit.
2. In the Edit name dialog, tick or untick roles.
3. Change any additional fields. Some modules add sections here, for example Organization units from Organization Structure.
4. Select Save. Modulix shows User updated.

The new permissions apply within a few seconds, without the person signing in again.

You cannot edit your own row. Ask another administrator to change your roles.

Suspend, deactivate or remove someone

Select the actions button (…) at the end of the person's row and choose an action.

Actions for an active member.

Action	Use it when	Effect
Suspend	Someone should lose access for a while, for example during a leave.	Status Suspended. The person can no longer open your organization.
Deactivate	Someone left the organization, but you want to keep them in the list.	Status Deactivated. The person can no longer open your organization.
Reactivate	A suspended or deactivated person comes back.	Status Active. Access and roles are restored.
Remove from organization	Someone should no longer appear at all.	The membership and its roles are deleted. The account itself is kept, and you can invite the person again later.

Records the person created or owns stay in place in every case.

warning

You cannot suspend, deactivate or remove yourself. Make sure at least one other person keeps the Owner or Administrator role before you change your own access.

Statuses

Status	Meaning	Can open the organization
Invited	Invitation sent, not accepted yet.	No
Active	A normal member.	Yes
Suspended	Access paused by an administrator.	No
Deactivated	The person left.	No

How it connects to other modules

• Organization Structure: shows each person's units under their name and adds an Organization units section to the Edit dialog. See Organization structure.
• Custom fields: you can add your own fields to users, for example an employee number. See Custom fields.
• Workflow Automation: workflows can react to people being added or changed, and can use the Set a user's status action to suspend, deactivate or reactivate someone.
• Webhooks: other systems can be told when a person is added to or removed from the organization. See API keys and webhooks.
• Audit log: invitations, additions, changes, status changes and removals are all recorded. See Audit log.

Permissions

Permission	What it allows	Granted by default to
core.users.read (View users)	See the Users page and the list of members.	Owner, Administrator, Member, Read-only
core.users.manage (Invite, edit and remove users)	Invite, add, edit, suspend, deactivate, reactivate and remove people.	Owner, Administrator

Troubleshooting

• The person did not get the invitation email. Check the address in the list, then use Resend invitation. If emails never arrive, an administrator can check the Delivery log in the Notifications module.
• The invitation link says it expired or is not valid anymore. Use Resend invitation and ask the person to use the newest email.
• A suspended person still sees the organization. They lose access within a few seconds; ask them to reload the page.