Skip to content

Inviting Users

Overview

The Raikoo AI platform provides two methods for adding users to your organization:

  1. Add Existing User - Add a user who already has a Raikoo account to your organization.
  2. Invite New User - Create and invite a new user to join your organization.

This guide covers both workflows, permissions, and best practices for managing user invitations.

Understanding User Access

Organization vs Project Access

User access in Raikoo operates on two levels:

  1. Organization Membership: Users can be members of an organization, which grants them access to organization-level resources and settings.

  2. Project Access: Project access is granted through Teams. Simply being a member of an organization does NOT automatically grant access to projects within that organization.

How Project Access Works

Project access is controlled through a Team-based model:

  • Teams: Groups of users within an organization (TeamXUser association)
  • Team-Project Association: Teams are linked to projects (TeamXProject association)
  • Access Flow: User → Team → Project

Example: 

User A → Team "Engineering" → Project "Web App"
User B → Team "Engineering" → Project "Web App"
User C → Team "Marketing" → Project "Campaign Site"

In this example: - Users A and B have access to the "Web App" project through the Engineering team - User C has access to the "Campaign Site" project through the Marketing team - Being in the organization alone does NOT grant any user access to any project

Key Points

  • Organization membership is managed through the users invitation system described in this guide
  • Project access is managed through Teams (see Team Management documentation)
  • A user must be an organization member BEFORE they can be added to a team
  • Team membership is what grants users access to specific projects

Prerequisites

Required Permissions

To invite or add users to your organization, you must have one of the following permissions:

  • Admin - Full system administrator.
  • Organization Owner - Owner-level access to the organization.

Users with the permission can:

  • View all organization users.
  • Add existing users to the organization.
  • Invite new users to the organization.
  • Remove users from the organization.
  • Assign owner capabilities (if they are an owner or admin themselves).

How to Check Your Permissions

  1. Navigate to your organization's dashboard.
  2. Check if the "Add User to Org" and "Invite User to Org" buttons are visible in the Users section.
  3. Contact your organization owner or administrator if these buttons are not visible.

Adding an Existing User

When you want to add someone who already has a Raikoo account to your organization.

Step-by-Step Process

  1. Navigate to Users Section:

    • Go to Organization Dashboard → Open the left navigation → Users.
    • Ensure you're on the "Organization Users" tab.

  2. Open Add User Dialog:

    • Click the "Add Existing User" button.
    • A dialog will appear titled "Add a user to your organization".

  3. Enter User Information:

    • Email: Enter the user's existing Raikoo account email address.
    • Owner Capabilities: Toggle this switch if you want to grant owner privileges.
      • When enabled: User will have owner capabilities.
      • When disabled: User will not have owner capabilities.

  4. Submit the Invitation

    • Click the "Add" button.

What Happens Next

  1. Invitation Created: An invitation is created in the system with "pending" status.
  2. Email Sent: The user receives an email invitation to join your organization.
  3. User Confirmation: The invited user must confirm the invitation.
  4. Added to Organization: Once confirmed, the user appears in your organization's user list.

Note: Adding a user to the organization does NOT automatically grant them access to any projects. To give users access to projects, you must add them to a team that has access to those projects.

Inviting a New User

When you want to create a new Raikoo account and add them to your organization in one step.

Step-by-Step Process

  1. Navigate to Users Section:

    • Go to Organization Dashboard → Open the left navigation → Users.
    • Ensure you're on the "Organization Users" tab.

  2. Open Add User Dialog:

    • Click the "Invite New User" button.
    • A dialog will appear titled "Add a user to your organization".

  3. Enter User Information:

    • Email: Enter the user's existing Raikoo account email address.
    • Owner Capabilities: Toggle this switch if you want to grant owner privileges.
      • When enabled: User will have owner capabilities.
      • When disabled: User will not have owner capabilities.

  4. Submit the Invitation

    • Click the "Add" button.

What Happens Next

When you invite a new user, the system:

  1. Validates Email: Checks if a user with this email already exists.
  2. Creates User Account:
    • Generates a new user ID.
    • Sets the email as the username.
    • Creates the account in a disabled state until activation.
  3. Adds to Organization: Creates the organization-user relationship.
  4. Generates One-Time Password (OTP): Creates a secure, time-limited password.
  5. Sends Invitation Email: Sends an email with the OTP and activation instructions.
  6. User Activates: The new user uses the OTP to set their password and activate their account.

Note: The newly created user will be a member of the organization but will NOT have access to any projects until they are added to a team that has project access.

Managing Invitations

Viewing Invitations

  1. Navigate to Invitations Tab:

    • Go to Organization Dashboard → Open the left navigation → Users.
    • Click on the "Organization Invitations" tab.

  2. View Invitation Details

    • Name: User's name.
    • Email: Invited user's email address.
    • Status: Current invitation status (pending, accepted, expired).

Invitation Statuses

  • Pending: Invitation sent, awaiting user confirmation.
  • Accepted: User has confirmed and joined the organization.
  • Expired: Invitation has expired (based on OTP expiry time).

Removing Invitations

If you need to cancel a pending invitation:

  1. Navigate to the "Organization Invitations" tab
  2. Find the invitation in the list
  3. Click the delete option from the action's list
  4. Confirm the removal

Note: After removing an invitation, you can send a new one to the same email address.

Troubleshooting Guide

Common Issues and Solutions

1. "Add User" and "Invite User" Buttons Are Not Visible

Cause: Insufficient permissions.

Solution:

  • Contact your organization owner or Raikoo admin and request permission.
  • Verify that you’re logged into the correct organization.

2. User Already Exists Error When Inviting

Cause: A user with that email already has a Raikoo account.

Solution:

  • Use the Add Existing User instead.

3. Invitation Email Not Received

Cause: Email delivery issues or spam filtering.

Solution:

  1. Check spam or junk folders.
  2. Verify that the email address is correct.
  3. Try removing and resending the invitation.
  4. Contact your IT department about potential email filtering.
  5. Contact Raikoo support if the issue persists.

4. Cannot Toggle Owner Capabilities

Cause: You don’t have owner or admin privileges.

Solution:

  • Only organization owners and Raikoo admins can grant owner status.
  • Contact an owner or admin to assign owner capabilities.

5. Organization Not Found Error

Cause: Session or navigation state issue.

Solution:

  • Refresh the page.
  • Log out and log back in.
  • Clear your browser cache.
  • Navigate back to the organization dashboard.

Managing Project Access

Adding Users to Projects

After adding a user to your organization, you need to grant them project access through teams:

  1. Create or Select a Team: Navigate to the Teams section in your organization
  2. Add User to Team: Add the user to a team (creates TeamXUser association)
  3. Grant Team Project Access: Ensure the team has access to the desired projects (TeamXProject association)

Understanding the Access Model

The access control model uses three key database tables:

  • TeamXUser: Links users to teams
  • Fields: id, teamId, userId

  • A user can be a member of multiple teams

  • TeamXProject: Links teams to projects

  • Fields: id, teamId, projectId

  • A team can have access to multiple projects

  • Access Chain: User → TeamXUser → Team → TeamXProject → Project

  • A user gets project access through their team memberships
  • Remove a user from a team to revoke their project access
  • Remove a team from a project to revoke access for all team members

Project-Level User Management

To manage who has access to a specific project:

  1. Navigate to the project settings
  2. View which teams have access to the project
  3. To add users: Add them to one of the teams with project access, or create a new team
  4. To remove users: Remove them from the teams that have project access to that project

Typical Workflow

  1. Invite User: Use the invitation system to add user to organization (covered in this guide)
  2. Create Teams: Organize users into teams based on roles or project groups
  3. Assign Projects: Link teams to the projects they should access
  4. Manage Members: Add/remove users from teams to control their project access

Getting Help

If you encounter issues not covered here:

  1. Contact your organization administrator
  2. Reach out to Raikoo support with:
    • Your organization ID
    • The email address you're trying to invite
    • Any error messages received
    • Screenshots if applicable