Invite Users to Your Organization¶
Invite colleagues to your FieldOps organization so they can access the workspace and participate in field operations, monitoring, review, and reporting workflows.
Each user is assigned an organization role that determines what they can access and manage.
Before you begin¶
To invite a user, you need:
- Permission to manage organization users
- The user's name
- A valid email address for the user
- An appropriate organization role
Note
The number of users you can add may depend on your organization's FieldOps plan and usage limits.
Step 1: Open Organization Users¶
Sign in to FieldOps and open Organization Users from the application navigation.
This page shows the users who currently belong to your active organization.
Step 2: Add a user¶
Select Invite User or the available action for adding a user to the organization.
Enter the required user details, including:
- Name — the user's full name
- Email address — the email address the user will use to access FieldOps
- Role — the level of access the user should have in the organization
Review the details before submitting the invitation.
Step 3: Choose the appropriate role¶
Assign the role that best matches the user's responsibilities.
Available organization roles include:
Owner¶
The organization owner has the highest level of access within the organization.
This role is intended for the person responsible for the FieldOps workspace.
Admin¶
Administrators can manage major parts of the organization and support the configuration of the workspace.
Use this role for trusted users who need broad administrative access.
Program Manager¶
Program managers are intended for users responsible for overseeing programmes, projects, monitoring activities, and related operational workflows.
Field Officer¶
Field officers are intended for users who participate in field operations and data collection activities.
Viewer¶
Viewers have limited access and are intended for users who primarily need to view information rather than manage operational workflows.
Warning
Assign roles according to the access each user requires. Avoid giving administrative access to users who do not need it.
Step 4: Send the invitation¶
Submit the form after confirming the user's details and role.
FieldOps will add or invite the user according to the organization's user management workflow.
The user should use the invited email address when accessing FieldOps.
Existing FieldOps users¶
If the invited email address already belongs to a FieldOps user, the user may be added to the organization using their existing account.
They do not need to create a separate account for every organization they belong to.
New FieldOps users¶
If the email address does not already belong to a FieldOps account, the user may need to complete the account activation or registration process before accessing the organization.
The user should follow the instructions provided in the invitation or account email.
User limits¶
Your organization may have a maximum number of users based on its FieldOps plan.
If the organization has reached its user limit, FieldOps may prevent additional users from being added.
In that case, review your current organization users or your organization's plan limits.
Managing user access¶
Users should have only the level of access required for their responsibilities.
Review organization access when:
- A user's responsibilities change
- A user moves to a different role
- A user no longer requires access
- A project or programme ends
- Your organization's internal access policies change
Organization roles and permissions¶
Roles provide a general level of access, while individual actions within FieldOps may also depend on the permissions configured for that role.
This means that the exact features available to a user can vary according to the organization's permission configuration.
Tip
Use the principle of least privilege: assign the lowest level of access that allows a user to complete their responsibilities.
Working with multiple organizations¶
A FieldOps user may belong to more than one organization.
When working in FieldOps, make sure the correct organization is active before creating, editing, importing, or reviewing data.
Data and resources are scoped to the active organization.
Common problems¶
The user cannot be added¶
Check that:
- The email address is valid
- Your organization has not reached its user limit
- You have permission to manage organization users
- The selected role is available to you
The user cannot access the organization¶
Confirm that:
- The correct email address was used
- The user has completed any required account activation steps
- The user is signed in with the invited account
- The user is accessing the correct organization
The user cannot see a feature¶
The user's role or permissions may not allow access to that feature.
Review the user's assigned role and the permissions available to that role.
What to do next¶
After inviting your team, you can continue setting up the workflows your organization will use.
Common next steps include:
- Create a monitoring template
- Import existing Excel data
- Connect KoboToolbox
- Connect ODK Central
- Configure BI access