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. Use the Status filter to switch between Active members and Archived members who have been removed from the organisation.

Before you start

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

Roles have a ceiling. You can invite someone, or change their role, only up to your own role: a manager cannot create an admin, and an admin cannot create an owner. Only an owner can give or take away the owner role. Nobody can change their own role or remove themselves, and the last active owner cannot be demoted or removed. The same rules apply to the spreadsheet import.

To edit someone’s profile through an AI connection, use a connection for an organisation you both belong to, where you are an active admin or owner. Your role in another organisation cannot grant access through that connection. See Agent Connectivity to manage it.

In a non-production dataset, staff profiles shared with Production are read-only. Use Datasets to create sample projects against existing staff and review capacity without changing their live work or sending project emails. Switch to Production to edit shared profiles or work history.

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 **Settings > 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.

Resend an invitation

If someone hasn’t joined yet, an admin or owner can send them a new invitation. You can resend invitations for roles up to your own role; only an owner can resend an owner invitation.

1. Open Team to view Organisation Users.
2. Find the person in the list, using their email address if needed.
3. Select Resend invite below their name.
4. Check the message below the link to confirm the email was sent.

The new invitation is valid for two days and replaces the previous link. Their role, rates and other member details stay the same. This also works when the previous invitation has expired. The person remains Pending until they accept the new invitation. Resetting their password alone does not renew an expired invitation.

If the email was not sent, the list tells you. Try again or check your email delivery settings. Demo, sandbox and training datasets do not send invitation emails. For someone who previously joined and was removed, use Re-invite in the Archived list instead.

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.

Remove someone from your organisation

Admins and owners can remove a member from the Organisation Users page or from the person’s profile. Open the row menu (the three dots at the end of the row) and select Remove from organisation. The person’s access ends as soon as you confirm. Their account and their history (completed tasks, time, comments) are kept, so nothing in your records changes.

Before you confirm, Runnit shows what the person still holds: open tasks by project, projects they own, approval gates where they are an approver, approvals waiting on them, and automations that run as them. Choose what should happen to that work:

• Hand everything to one person. Pick an active member. Their open tasks, projects, approver seats and automations move to that person. The person you pick must already be allowed to work on each project (for example, on the client’s team); if not, Runnit lists the projects that block the handover so you can add them to the client team or pick someone else.
• Unassign their tasks. Open tasks become unassigned. Projects, approval gates and automations that need a person pass to you.
• Plan the handover with Ru. When the work needs to be split between several people, this opens Ru with a draft message that describes what the person holds. Edit it, send it, and Ru moves the work with you, project by project, without removing anyone. Come back to Remove from organisation when the work is where it should be; the summary refreshes each time you open it.

Completed and cancelled tasks stay on the person’s record. Tasks on archived projects are not moved either.

The same rules apply as for role changes: an admin cannot remove an owner, you cannot remove yourself, and the last active owner cannot be removed.

Removed people appear under the Archived status filter. To bring someone back, open their row menu there and select Re-invite; their membership becomes active again when they accept.

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.

Choose a person’s menu shortcuts

Organisation owners and admins can change the left menu for themselves or any active member.

1. Open Team and edit the person you want to configure.
2. If you belong to several organisations, check the selected organisation.
3. Open the Navigation tab.
4. Clear a checkbox to hide that shortcut, or select it to show the shortcut.
5. Select Save navigation.

Your own menu updates when you save. Other signed-in users receive the change within a minute while the app is active, or when they refresh. Changes apply only in the selected organisation. To restore the menu, select Show all shortcuts, then Save navigation.

Home, Team, organisation settings, permissions and account controls stay available. Custom Studio pages keep their existing sharing rules. An enabled shortcut appears only when the person’s permissions and organisation features allow it. Hiding a shortcut does not remove access through a direct link or an integration. Use permissions when you need to restrict access.

If saving fails, your selections stay on screen so you can retry. See Navigation and quick actions for the menu layout.