Managing Users

The Organisation Users page shows active members and people who have been invited but haven’t joined yet. You can search the list by name, email, title, or skill, and filter it by organisation role.

Before you start

You must be an organisation admin or owner to send invitations. Other active members can view the list but don’t see the invitation control.

Invite a team member

1. Open Organisation Users.
2. Select Invite Member. The invite window opens.
3. Enter the person’s email address.
4. Choose their organisation role.
5. Optionally add a personal message of up to 500 characters. It appears in the invitation email as a note from you, above the acceptance link.
6. Select Send invitation.

Runnit sends an acceptance link that is valid for two days. The list refreshes after the invitation is sent and shows the email address with a Pending status. This works whether the person already has a Runnit account or needs to create one.

If you close the invite window after typing something, Runnit asks you to confirm before discarding what you entered.

When the person opens the link, the acceptance page shows their email address and asks them to confirm their details and set a password:

• Someone new to Runnit enters their first and last name, can add their role (for example, Senior Designer), and sets a password.
• Someone whose account already exists, such as a person added by a spreadsheet import who hasn’t signed in yet, sees their name filled in and only needs to confirm it and set a password. If their role was recorded when the account was created, it’s shown on the page but can’t be changed there.

Owners and admins can edit the invitation email under **Admin > Notifications

Email templates**. You can change its subject, heading, body, and button label, and insert the listed placeholders for the organisation, inviter, expiry, recipient, application, and the inviter’s personal message. The personal message placeholder renders as a note from the inviter and disappears when no message was entered. Use Preview before saving. Reset to default removes your organisation’s version and restores the Runnit default.

The row changes to Active after the person accepts the invitation. You can’t open a pending person’s profile from the list until they accept.

Note

Archived users stay hidden from the active list. If an admin or owner invites an archived user again, the pending invitation appears in the list and their membership becomes active only after they accept. You can also invite an active member who has never signed in, such as someone added by a spreadsheet import: they stay active in the list and receive a fresh acceptance link, and their existing role isn’t changed by the invitation. Members who have already signed in can’t be invited again.

Licences and seats

On organisations that use platform AI credits, owners and administrators see a License column in the member list. A member’s licence is their seat: it sets their monthly AI credit allowance (spent before the organisation’s prepaid balance), and paid licences (Go, Pro, or Enterprise) also unlock the features that need a paid seat, such as image and video generation and, on Pro, Studio access.

• Change a member’s licence with the selector in their row. New members start on the default licence automatically.
• Assigning a paid licence needs an active subscription. If you assign more paid seats than you own, the extra seat is charged to your subscription first (prorated for the current period) and then assigned. Buy or reduce seat quantities under Organization Settings, Billing and account; see Billing and subscriptions.
• The bar above the list shows when allowances next reset. Turn on Pool allowances across the team to share one combined monthly allowance instead of capping each member individually; per-member use is still recorded either way.
• The usage line under each selector shows credits used and remaining this cycle. Balances and top-ups live under AI Credits.

Manage a member’s blocked-out dates

If you hold the schedule management permission (Manage Schedule, held by managers and above by default), you can record the days a member is unavailable, for whole days or part of each day. Open the person from the list, select the Employment tab, and use the Blocked dates section to add, edit, or remove date ranges. The scheduler never books work on fully blocked days and books less on partially blocked ones, and the member is notified of changes you make. See Blocked-Out Dates for the conflict preview and replan options.

Find an invitation

Use the search field to find a pending invitation by email. Role filters apply to active members and pending invitations, so check All Roles if the email doesn’t appear under the current filter.

For bulk onboarding, continue to Importing Users. Spreadsheet imports add active users directly and use a preview before changes are committed.