Team Management

Manage your organization's users - invite team members, assign roles, configure module access, and handle offboarding.

---

Inviting users

Settings → Team → Invite user

1. Email - Enter their work email address
2. Role - Choose from Owner, Admin, Manager, Staff, Viewer (see Roles reference)
3. Module access - Check which installed modules they can access
4. Workspace access (optional) - Restrict to specific departments/locations
5. Message - Optional personal note included in invitation email
6. Send invitation

The invitee receives an email with a secure setup link (expires in 7 days). They'll create their password and 2FA on first login.

---

Onboarding checklist

For each new hire, follow this flow:

• Send invitation with correct role and module access
• Add to relevant workspaces (if using workspace-level permissions)
• Share internal onboarding docs (not in AfricaOS)
• Assign a buddy/mentor in the team
• Confirm they can log in and access needed modules
• Schedule 30-day check-in

---

Role reference

*Admin cannot promote/demote Owner or other Admins

---

Managing users

Edit a user

1. Go to Settings → Team
2. Click ⋯ on the user row → Edit
3. Change role, module access, workspace access
4. Click Save - changes apply on next login

Suspend a user

Temporarily disable access without removing:

1. Click ⋯ → Suspend
2. User cannot log in; data preserved
3. Reactivate anytime with ⋯ → Activate

Remove a user

Permanently remove from organization:

1. Click ⋯ → Remove
2. Choose data handling:
   • Transfer ownership - Reassign their records to another user
   • Anonymize - Keep records but remove personal identifiers
   • Delete - Remove all their personal data (GDPR)
3. Type user email to confirm

:::warning Removing a user cannot be undone. Ownership transfers are immediate. Deactivated users cannot be restored - they must be re-invited. :::

---

Module access

Control which modules each user can see and use:

1. Settings → Team → Edit user → Module access
2. For each installed module, choose:
   • Full - Create, read, update, delete
   • Write - Create, read, update
   • Read - View only
   • None - Module hidden from launcher
3. Click Save

:::tip Set module access by role first, then override per user. Example: Give all Managers "Write" on Patients, but give a specific Manager "Full" if they manage the clinic. :::

---

Workspace access (advanced)

For organizations using workspaces (departments, locations, projects):

1. Settings → Team → Edit user → Workspace access
2. Select workspaces they can access
3. Choose access level per workspace (Full/Write/Read)
4. Users only see records in their assigned workspaces

---

Bulk actions

Select multiple users (checkboxes) to:

• Change role - Apply same role to all selected
• Update module access - Same module permissions
• Suspend/Activate - Bulk disable/enable
• Resend invitations - For pending users
• Export list - CSV with roles, status, last login

---

Audit trail

Settings → Team → Audit log shows:

• Invitations sent / accepted / expired
• Role changes (who changed whom)
• Module access updates
• Suspensions / activations / removals
• Workspace assignments

Filter by date, user, action type. Export for compliance.

---

Role change workflow

When promoting/demoting:

1. Discuss with the user - Set expectations
2. Update in Settings → Team - Save changes
3. Notify the user - They'll see new permissions on next login
4. Verify access - Ask them to confirm they can/cannot access expected modules

---

Related

• Organization setup
• Roles & permissions
• Security settings
• Data & privacy