Users

The Users tab lists every member of your agency — active and suspended — with their groups and when they last used ROK. Open it from Organization → People & access → Users. Select a row to open that person's detail page, where you edit their profile and groups and suspend or remove them.

The list covers your agency only. Someone who belongs to several agencies appears in each, with that agency's groups and status.

Search and filters

Search, filters, sort order and page number are kept in the address bar, so a filtered view survives a refresh and can be sent to a colleague as a link.

The list

Select Name, Email, Status or Last active to sort by that column, and again to reverse it. The list starts sorted by email, A to Z, and shows 25 people per page; the footer gives the total and the page you are on.

Row actions

The ⋯ menu at the end of a row has two actions:

• Reset password opens a dialog where you type a new password twice. A checklist ticks off the rules as you type — at least 8 characters, an uppercase letter, a lowercase letter, a number and a symbol — and Set password stays disabled until every rule passes and both entries match. The new password works immediately and the reset is recorded in the audit log as "Reset password". ROK emails the person to say an administrator changed their password (it does not include the password), so pass the password on through a channel you trust; they can change it later from their own account. If the person also belongs to another agency, nothing is changed: ROK emails them a reset link so they choose a new password themselves, and the message says so — one agency cannot take over an account another agency relies on. You cannot reset your own password here (use Account settings), and a ROK platform administrator's password cannot be reset from an agency. It does not help someone who has never opened their invitation: their address is not confirmed yet, and ROK does not let an unconfirmed account sign in — re-send the invitation from Invitations instead.
• Remove from tenant takes the person out of your agency after you confirm. Their membership and group assignments are deleted and they lose access immediately; their account, the content they wrote and any other agency they belong to are unaffected. The user detail page explains removal and suspension in full.

Invite people

Invite user at the top right appears for people with Manage users. It opens Invite people, which takes one address or a whole roster.

1. 1Step 1:

   Paste the addresses

   Type or paste into Email addresses, one per line. A spreadsheet column pastes as-is. To give one row its own groups, add them after a comma, semicolon or tab — address, Author or address, Author, Reviewer. Group names are matched to your agency's groups regardless of capitals. Lines in the form Name <address> and a heading row reading "email" are handled too.

2. 2Step 2:

   Choose the default groups

   Tick groups under Default groups. They apply to every row that does not name its own groups. Leave them all unticked and those people join your agency's default group — the one marked Default on the Groups tab, normally Operator.

3. 3Step 3:

   Send

   Select Send invite, or Send 12 invites (the count follows your list).

Under the box, ROK checks the list as you type: 12 ready (max 200) counts what will be sent, and 3 will be skipped lists the first few rows it will leave out and why — Not a valid email address, Duplicate — already listed above, or Unknown group: followed by the name it did not recognise. A row naming a group that does not exist is skipped rather than given the defaults, because the wrong permissions are worse than a missed row. More than 200 sendable rows shows Split the list — at most 200 per batch. and the send button stays disabled.

What happens when you send

• A new address. ROK creates the person's account at once, places it in your agency with the chosen groups, and emails them a link to set a password. They appear in this list straight away, with Last active reading Never until they sign in, and they take up a seat on your plan from that moment. Their invitation shows Pending on the Invites tab until they open the link.
• An address that already has a ROK account — for example someone who works with another agency. They are not added to your agency: ROK emails them an invitation to accept or decline, and they join with the chosen groups only once they accept. Until then they are not listed here and do not use a seat; the Invites tab shows Awaiting acceptance. See Invitations.
• Someone already in your agency. Refused with "Already a member of this agency" — change their groups on their detail page instead.
• One address. The dialog closes with "Invitation sent to" and the address, or — for an existing account — a message that they will join once they accept.
• Two or more addresses. ROK works through the list one address at a time and shows a result per row: Invitation sent, Has a ROK account already — joins once they accept, or the reason that row failed. A summary such as "38 of 40 processed — 2 failed" appears in the corner, and one bad row never stops the rest. Select Done to close.

A row can fail for these reasons:

Invitations you have sent are listed on the Invites (opens the admin console) tab. Operators who only read on their phones do not need invitations — give them an access code instead.

Act on several people at once

Tick the checkbox on each row you want, or the checkbox in the header to tick every row on the current page. Ticks on other pages are kept until you clear them or run an action. A bar appears above the list:

The database applies its usual rules to each person separately — you can only add people to groups whose permissions you hold, you cannot add yourself, and the agency must keep an active holder of Manage users and Manage groups. When some changes are refused, the message reports how many failed (for example "2 updates failed") and the rest go through.

Empty and error states

• No users match these filters. — nobody fits the current search or filters; select Clear.
• No one else is here yet — the agency has no members to list. People with Manage users see Invite staff and Create an access code here.
• A red message above the list means the list could not be loaded; the text is the reason.