Invitations

The Invites tab lists the email invitations sent from your agency, newest first. Open it from Organization → People & access → Invites; the tab appears for people with Manage users. You send invitations from Invite user — on this page or on Users (opens the admin console), where the Users article explains pasting a roster, choosing groups and what each result means.

Operators who only read on their phones do not need an invitation; they join with an access code.

How an invitation becomes a member

When you invite a new address, ROK creates the person's account at the moment you send it and places it in your agency with the groups you chose. So, from the moment you send:

• the person is listed on Users (opens the admin console), with Last active reading Never until they first sign in;
• they occupy a seat on your plan;
• the invitation shows Pending here.

The email is how they get in: its link opens a welcome page where they choose a password and accept ROK's terms. Opening the link confirms their email address, and at that moment the invitation turns Joined.

Someone who already has a ROK account

An address that already belongs to a ROK account — someone who is a member of another agency, or who signed up on the website — is not added to your agency when you invite it. Their account is theirs, not yours to take over, so ROK sends them an invitation to accept or decline instead:

• the row here reads Awaiting acceptance, and they are not listed on Users yet;
• they do not take a seat until they accept, and an acceptance is refused if your plan is full by then;
• the email asks them to sign in with their existing password and open Invitations, where they see your agency's name, who invited them and the groups they would join;
• when they accept they are added with those groups and the row turns Joined; if they decline it turns Declined.

The invitation is checked again when they accept: if the person who sent it no longer manages users here, or could no longer hand out one of its groups, the acceptance is refused and they are asked for a new invitation.

The list

What the statuses mean

• Joined — the person opened the invitation link and their account is active, or (for an existing account) accepted the invitation.
• Pending — sent, not yet opened, and before its expiry date.
• Awaiting acceptance — sent to an existing ROK account that has not answered yet. They are not a member until they accept.
• Declined — the existing account said no. Nothing was granted. Revoke the row to tidy up, then invite again if they change their mind.
• Expired — not opened within seven days of being sent (or of the last resend). The person still holds their place and their seat in your agency; Resend gives them a fresh link, and Revoke frees the seat.

When every invitation on the list has been opened, a line under the table reads "No pending invitations."

Resend

Resend emails the invitation again with a fresh link and restarts its seven-day window from today; the Expires column updates. "Re-sent to" and the address confirms it; if the email service refuses — it limits how many messages go out in an hour — its reason appears instead. An invitation that has been opened cannot be re-sent: the person signs in as normal, or uses "Forgot password" on the sign-in page. For an existing account, Resend emails the invitation to accept again; a Declined invitation cannot be re-sent.

Revoke

The revoke button (an ✕) asks you to confirm. Select Revoke to go ahead. What happens next:

• The person is removed from your agency — their membership and groups here — and their seat is freed. They disappear from Users (opens the admin console).
• The invitation is deleted from the list ("Invite revoked").
• Their account is deleted too, but only if it was never used and they belong to no other agency and have no other invitation waiting. An account another agency also added is never touched.
• For an invitation to an existing account (Awaiting acceptance or Declined) only the invitation is withdrawn — they never joined, so nothing else changes.
• You can invite the same address again whenever you like.

Revoking is refused for an invitation that has been opened: manage that person on Users (opens the admin console) instead, where you can suspend them or remove them from the agency.

When someone never got their email

Find their row — it reads Pending or Expired — and select Resend. Ask them to check their junk folder for a message from ROK. If the address itself was wrong, Revoke the invitation and invite the right one.

Setting a password for them from Users does not help here: their address is not confirmed until they open an invitation link, and ROK does not let an unconfirmed account sign in.

Inviting the address again does not help — they already hold a place in your agency, so the invite is refused with "Already a member of this agency".

Empty state

No invitations yet — nobody has been invited by email from this agency. The Invite user button under it opens the same invite dialog. The description reminds you that each person receives a link to set a password and lands in the groups you choose.