Reference
People & access
Where you decide who is in your agency and what each person can do — which tabs you see, where the area opens for you, and the rules that apply on every tab.
People & access is where you manage membership of your agency: who is in it, which groups they belong to, how new people get in, and the record of every change. Open it from the sidebar: Organization → People & access.
Everything here applies to the agency you are working in. Someone who also belongs to another agency has separate groups and a separate status there — see agencies, members and what's separate. Your own profile and password are not managed here but in Account settings, and the two-factor policy lives in Settings → Security.
Where the area opens
The sidebar item appears only if you hold at least one of the three permissions listed above. Selecting it forwards you straight to the first tab you can use, checked in this order:
- Users, if you hold Manage users.
- Groups, if you hold Manage groups.
- Access codes, if you hold Manage access codes.
Anyone holding none of the three who opens an access page by its address is sent back to the Dashboard.
The tabs
A row of tabs runs under the People & access heading. You see only the tabs your permissions cover.
| Tab | What it is for | Shown to |
|---|---|---|
| Users | Everyone in the agency: search and filter, invite staff, suspend or regroup people in bulk | Manage users |
| Groups | The permission bundles people belong to: create, clone, edit and delete them | Manage groups |
| Permissions | A read-only catalogue of every permission in plain language | Manage users or Manage groups |
| Invites | The email invitations sent from this agency, with resend and revoke | Manage users |
| Access codes | The join codes operators redeem to get into the agency | Manage access codes |
| Audit log | Every membership, permission, role and status change — who, what and when — with a CSV export | Manage users or Manage groups |
Hiding a tab is presentation, not protection. The database checks the permission again on every read and write, so a change you are not entitled to make is refused even if you reach the screen by its address.
Two ways in
- Staff — anyone who authors, reviews, publishes or administers — are invited by email from Users (opens the admin console). You choose their groups when you invite them.
- Operators who only read guidance on their phones create their own account on the ROK website and redeem an access code (opens the admin console) you give them. The code decides their groups.
Rules that hold on every tab
These are enforced by the database, whichever screen you use:
- Groups grant access, the role field does not. Each person has a role such as operator or author, but it is a display hint only. To change what someone can do, change their groups — see how access works.
- You can only hand out what you hold. Putting someone in a group — directly, through an invitation or through an access code — is refused unless you already hold every permission that group grants. Putting someone in the built-in Admin group also needs Manage groups, and you can never add yourself to a group.
- Someone must always be able to manage the agency. Any change that would leave the agency without at least one active member holding Manage users, and one holding Manage groups, is refused — whether it is removing a group membership, taking a permission off a group, deleting a group, or suspending or removing a member.
- Changes are recorded. Membership, group, permission and status changes land in the Audit log (opens the admin console).
See also
- How it worksHow access worksWhy ROK grants access through groups rather than job titles, what the role field actually does, and where the real boundary sits.
- ReferenceUsersEveryone in your agency in one list — search and filter it, invite staff one at a time or by pasting a whole roster, and suspend or regroup several people at once.
- ReferenceGroupsEvery permission group in your agency at a glance — the four built-in groups, the ones you have made, and how to create a new group from scratch, a template or a clone.
- ReferenceAccess codesHow operators join your agency — generate access codes, share them as a link, QR code or poster, see who joined and who was turned away at the seat limit, and revoke a code.
- Get startedSet up your agencyThe path from an empty ROK tenant to operators reading vetted content on their phones — in the order that avoids rework.