Invite people and manage their access
Invite a colleague, verify delivery and acceptance, change a role, and grant the separate workforce analytics capability.
Before you start
- Select the organization whose membership you intend to change.
- Use an administrator account. Have an MFA method available for access changes; owner privileges are required to grant admin/owner roles.
Screenshots show the Rapport interface with example data. Use your organization’s devices and values. Select an image to view it at full size.
Review the existing roster
Open Admin → Members and check the Email, Role, Joined, and Last active columns. Look for an existing member or pending invitation before creating another one. If the page says the roster is unavailable, choose Retry members and invitations; that message does not mean the organization has no members.
Create a specific invitation
Choose Invite member. Enter the colleague’s Email, select the intended Role, and choose Send invite. Viewer is the starting role. Only an owner can invite another Admin or Owner. Choose the role that matches the colleague’s responsibilities; individual features also enforce their own access and approval requirements.
| Field or control | What to do |
|---|---|
| Viewer | Inspect permitted workspace, insight, and operational views. Cannot run RMM tasks or enter the Admin group. |
| Operator | Run authorized operational tasks and inspect permitted Admin pages. Cannot make administrator-only approval decisions or manage membership. |
| Admin | Manage membership within the admin’s limits, agent enrollment/policies, and integrations; decide eligible approval requests. |
| Owner | Admin capabilities plus organization settings, elevated role changes, and separate workforce-access grants. Workforce analytics is still not automatic. |
Confirm delivery and acceptance separately
A delivery message means the email service accepted the invitation; it does not mean the person joined. Find the entry in Pending invitations, check its expiry, and use Resend when delivery needs another attempt. Expired invitations cannot be resent; revoke the old entry and create a new invitation. If the UI says the invite was created but delivery was not confirmed, resend the existing entry. Ask the recipient to sign in with the invited email and accept the invitation, then verify they appear in the member roster.
Change a role or remove access
Use the member’s role selector to change their role and complete a recent MFA check when requested. Owners can change admin and owner roles; an admin cannot promote or demote those elevated roles. To remove a member, use the row’s remove action and confirm the selected person. Grant ownership to someone else first if you are removing or demoting the last owner.
What you should see: After the success message, verify the refreshed roster reflects the new role or removal.
Grant workforce analytics separately
Read the Workforce analytics access card and the member-row controls. Admin and owner roles do not automatically include employee analytics. An owner must grant the separate capability to an eligible admin or owner, and cannot grant it to themselves. Verify the intended person appears in the grantee list. Revoke this capability separately when their reporting responsibilities end.
Revoke an unused invitation
In Pending invitations, revoke the exact invitation that is no longer needed and complete the MFA check. Confirm it disappears from the pending list. Revoking a pending invite prevents that invitation from being accepted; remove an already-joined person through the member roster instead. If an access change was not confirmed, refresh the roster before repeating it.
If something doesn’t work
Admin or Owner is disabled in the invitation form.
Only an organization owner can assign elevated roles. Ask an existing owner to make that change.
A new administrator cannot open employee analytics.
The workforce analytics capability is a separate owner-managed grant. Check the Workforce analytics access card; a role change alone does not grant it.
The last owner cannot be removed.
First grant Owner to another existing member and verify that change. The organization must retain an owner.