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Managing Platform Users ​

Keep your team access up to date by inviting users, approving join requests, and checking each user's status.

Subscription user limits

The number of users you can add depends on your current subscription. Active users and pending invites both count toward the limit. Platform Super-Admins do not. If you reach the limit, upgrade before inviting more users.

Invite users ​

Use invites when you want to add specific people directly to your team.

  1. Go to Settings.
  2. Click Platform Users.
  3. Click Invite user.
  4. Enter one or more email addresses in Enter each email address.
  5. Select a value in Role.
  6. Click Invite.

Invited users receive an email with a link to accept. See Accepting an Invitation for what they see on the accept page. A pending invite uses a seat until they accept or you remove them.

Invite multiple users quickly

Invite multiple users at once by separating email addresses with a comma or a space.

Invite user modal with email and role fieldsAn example of inviting one or more users from the Platform Users page.

Share joining code ​

Share one 8-digit joining code with platform users and with members or staff in the OpenCommute app. The QR encodes the code so they can scan it in the app. Platform users still use the website join link.

Turn joining on in Settings > Joining:

  1. Go to Settings.
  2. Click Joining.
  3. Turn on Allow external joining?.
  4. Check or update the 8-digit code. The QR is for the OpenCommute app; copy the website join link for platform users.
  5. Click Save settings.

After external joining is enabled:

  1. Click the QR icon next to search in the sidebar, or press Ctrl+Q, to open the joining code.
  2. Or go to Settings > Platform Users > Show Joining Code.
  3. Copy the 8-digit code (or the website join link) from the Joining Code window.

Who needs approval

Members and staff who enter or scan the code in the OpenCommute app join without extra approval, unless their home is outside the operational area — then an admin must approve the request from Join requests. Platform users who use the website join link are added as requesters and must be approved by an admin. See Joining a Team for the public join page.

Show Joining Code visibility

When Allow external joining? is on, the QR icon appears next to search in the sidebar. Show Joining Code on the Platform Users page also requires permission to invite users.

Joining code modal with QR code and share detailsAn example of viewing and sharing the joining code.

Approve requests ​

When someone joins with your code, they appear in the Platform Users list with a pending status.

  1. Go to Settings.
  2. Click Platform Users.
  3. Find users with Waiting Approval in the Status column.
  4. Click Approve for the user.
  5. Confirm by clicking Approve in the dialog.

Rejecting removes access

Rejecting a join request removes that user from your team.

Platform Users list showing waiting approval status and approve actionAn example of approving a user who requested to join.

User statuses ​

Use the Status column and filters to understand where each user is in the access process.

These are the statuses available and a small description of each one.

StatusDescription
ActiveThe user can access your team now.
InvitedThe user has been invited but has not completed access yet.
Waiting ApprovalThe user requested access and is waiting for admin approval.
BannedThe user is blocked from accessing your team.

Activity log ​

Review when platform users signed in, and other changes to their access, from Settings > Platform Users > Activity log.

  1. Go to Settings.
  2. Click Platform Users.
  3. Click Activity log in the side menu.

Each Logged in row shows the date and time in When, and the IP address in Changes made. You can also open a user and use the Activity log tab on their record.

Admins and Managers can view the user activity log. See Roles and Permissions.

Billing contact ​

The billing contact manages your team's subscription and billing settings. They appear with a Billing badge in the Name column.

To transfer billing to another Admin or Manager, see Changing Billing Contact.