Collaborators
Collaborators are the people who belong to an Organization. You manage them from the Collaborators tab inside an Organization's detail view. From here you can invite new team members, assign roles and scopes, and control what each person can see and do in the customer portal.
Collaborators list
Open an Organization and click the Collaborators tab. You see a table of everyone who belongs to that organization.
Columns
| Column | What it shows |
|---|---|
| Name | Full name of the collaborator |
| Email address (also used for login) | |
| Role | Owner, Admin, Member, or Guest |
| Scopes | Badges showing assigned access scopes (e.g., finances, licenses, tickets) |
| Status | Active or Pending (invite not yet accepted) |
| Last Login | When this person last accessed the portal |
| Joined | Date the collaborator was added |
Pending collaborators (invite sent but not yet accepted) appear with a yellow "Pending" badge. You can resend the invite or revoke it from the row actions.
Inviting a new collaborator
Click the + Invite button above the table. An invite modal opens with the following fields:
| Field | Description |
|---|---|
| The email address to send the invite to. Supports multiple emails separated by commas for bulk invites. | |
| Role | Select one: Admin, Member, or Guest. (Owner is assigned only via ownership transfer.) |
| Scopes | Checkboxes for each available scope. Only shown when the role is Member or Guest. |
| Role template | Optional shortcut: select a predefined template (e.g., "Finance," "IT/DevOps," "Support Contact") to pre-fill scope checkboxes. |
When you click Send Invite:
- The system sends an email with a unique invite link.
- The collaborator appears in the table with
Pendingstatus. - When the person clicks the link, they set a password (or link an existing WordPress account) and their status changes to active.
Invite links expire after 7 days by default. You can resend an expired invite from the collaborator's row actions.
Available scopes
Scopes control what a Member or Guest can access in the customer portal:
| Scope | What it grants access to |
|---|---|
organization | View and update the organization profile |
finances | View invoices and tax documents |
orders | View order history and purchase details |
licenses | View and activate software licenses, access downloads |
tickets | Create and view service requests |
quotes | View and accept commercial proposals |
contracts | View contracts and SLA terms |
documents | View and download shared documents |
downloads | Download products linked to entitlements |
entitlements | View entitlements, environments, and services |
Owners and Admins have implicit access to all scopes -- the scope checkboxes do not appear for those roles.
Actions
From the Collaborators list, you can perform these operations on each person:
| Action | What it does |
|---|---|
| Edit role | Change the collaborator's role (e.g., upgrade a Member to Admin) |
| Edit scopes | Add or remove scope assignments for a Member or Guest |
| Resend invite | Resend the invitation email (only for Pending collaborators) |
| Revoke invite | Cancel a pending invite before it is accepted |
| Remove | Remove the collaborator from the organization entirely |
| Transfer ownership | Transfer the Owner role to this collaborator (Owner-only action) |
The Owner cannot be removed. Ownership transfer is a deliberate action: the current Owner selects a collaborator and confirms the transfer. The former Owner is downgraded to Admin.
What to check
- Scope limits: By default, each organization can have up to 5 collaborators with the
ticketsscope (the standard "support contacts" limit). If you try to assign more, the system shows a warning. This limit is configurable through the Policy Engine. - Duplicate emails: If you invite an email that already belongs to a WordPress user, the system links that user to the organization instead of creating a new account.
- Pending invites: Collaborators with
Pendingstatus have not yet accepted their invite. They do not count toward scope limits until they accept.
Cross-organization view
While collaborators are managed per organization, you can also search for a specific person across all organizations using the global search (Cmd+K). Search by email to find which organizations a person belongs to and what role they hold in each.
Related pages
- Organizations -- the organization a collaborator belongs to
- Collaborators (concept) -- roles, scopes, and the invite flow in detail
- Policies -- scope limits and notification preferences