Members, invitations, roles, and permissions

In ReportArea Company, each person signs in with their own account and receives a local role. That role defines their position in service lines and independent permissions for specialized modules.

Availability: management is limited to owners and administrators of a Company organization. Level: Intermediate.

Purpose

Use members and roles to add people without sharing passwords, separate responsibilities, and decide who manages inventory, assets, documentation, commercial operations, or collaboration with other organizations.

Requirements

The organization must use Company mode.
The person inviting or changing roles must be an owner or administrator.
The invitee must use and verify the exact email address that received the invitation.
The account may already have other active profiles. An invitation adds this organization as a profile but cannot duplicate an active membership already held in it.

Invite a person

Open Settings, Users, and Invite user.
Enter an email address and select an active role.
The recipient opens the link, valid for seven days, and signs in or creates an account.
They verify the same email and accept. If they registered from the invitation, they may need to reopen the link after verification.
The organization never creates or sees their password.

Pending invitations remain visible even when subscriptions are disabled. From Users you can Resend a still-valid invitation or Revoke it. Sending another invitation to the same email revokes earlier pending invitations. The Owner role cannot be granted by invitation; ownership uses its dedicated transfer procedure.

Create and assign roles

Under Settings, Roles, create or edit a role with name, description, and status.
Enable only the needed permissions: inventory, assets, documentation, commercial operations, service network, external delegation, or viewing shared work.
Assign the role to an active member from Users.

Documentation permissions are normalized on save: Edit implies View, while Publish or Share imply both View and Edit. If no roles exist yet, contextual creation can add a minimal role with a name and derived code without leaving the form that needs it.

Remove a member

Administrative removal requires a reason. The owner may remove any member except themselves; an administrator may remove only non-administrators. The owner must transfer ownership or archive the organization before leaving. Removal releases the seat, revokes sessions, removes group memberships and operational preferences, cancels affected signatures, and returns the person's active reports to the queue without assignee or current group. History keeps a system message, and the person receives a transactional email in their language.

Owner and Administrator receive the administrative powers inherent to those roles. Inventory and asset permissions are independent. Documentation separates View, Edit, Publish, and Share; each category also limits roles to No access, View, Comment, or Edit. Sales and collections remain limited to administrators even when another role has commercial management.

Rules and effects

A member has one organization role at a time.
A role used by an active member cannot be deactivated.
A default role or one used by active chains or offerings cannot be deactivated either.
Marking a role as default keeps it active and clears any other default.
The owner's role cannot change until ownership is transferred.
Changing a role changes available actions but preserves the person's activity history.
An invitation neither reveals nor modifies other profiles; acceptance selects the new one and preserves the previous primary profile.

Required and optional information

Required when inviting: email and active role. Required when creating a role: name. Optional: description and specialized permissions. The default-role flag is configurable, but current invitations always require an explicit role choice.

Practical example

The company invites Lucía as Technician. It then creates a “Stock manager” role with Manage inventory and assigns it to Martín. Lucía handles reports without editing warehouses; Martín manages stock without automatically gaining permission to design assets.

Current limits

The default role does not replace explicit role selection on an invitation.
Ownership is not assigned from the invitation form; use ownership transfer.