Invite staff and choose their roles
Add colleagues to your organization and pick Owner, Administrator, Manager or Caretaker for each one.
Before you start
Any member of the organization can invite staff. You need the person's email address or WhatsApp number. They don't need a OneView account yet: if they have none, they create one from the invitation link.
This is for your team. Tenants are not invited here.
You can set up your team while the organization is still in draft.
1. Open the personnel list
In the menu, select Organization, then View / manage details on your active organization. The page opens on the Personnel tab, which lists every member with their role and status.
2. Invite someone
Select Invite member. In the New Invitation window:
- Email or WhatsApp number: choose Email and type their address, or choose WhatsApp, pick their country and type their number. Names don't work.
- Role: choose what they can do. The roles are explained below.
To invite several people at once, select Add personnel and fill in another row. Then select Submit. You see "1 personnel invited successfully!"
3. Choose the right role
Every role can see properties, tenants and leases, add properties, create and edit leases, report and follow maintenance requests, and write announcements. They differ on money, leases and the organization itself.
- Owner: everything. Only an Owner can give someone the Owner or Administrator role, change or remove an Owner or Administrator, and delete the organization (and only the Owner who created it).
- Administrator: runs the organization day to day. Can go live, record and approve payments, adjust invoices, manage payment methods and charge types, import data, view analytics and the audit log, add and delete units, edit any property, and manage Managers and Caretakers.
- Manager: handles leases. Can request signatures, activate, extend and terminate leases, prepare refunds, and approve or void payments. Can't record payments, change payment methods, import data or add units.
- Caretaker: looks after the buildings. Can edit units and approve payments. Can't activate or terminate leases, or void payments.
Anyone can edit the properties they created. Owners and Administrators can edit all of them.
The role list only offers roles at your level or below. An Administrator can invite Managers and Caretakers. Only an Owner can invite another Owner or Administrator.
What happens next
They get your invitation by email or WhatsApp, with a link. When they open it they see your organization and their role, and choose Approve or Decline. On approval they see "Invitation accepted successfully! You have been added to the organization.", their status becomes Active, and your organization opens as their active one.
Where they show up while you wait depends on whether they already have an account. With an account, they appear in the member list as Pending. Without one, they appear below it, among the invitations awaiting signup, and accepting sends them to create an account with that same email or number. If they sign up with a different one, the invitation stays pending.
To cancel an invitation that hasn't been accepted, for example one sent to a mistyped address, select Revoke on its row. The link already sent stops working.
Change a role, suspend or remove someone
Owners and Administrators see a menu at the end of each member's row:
- Suspend access blocks their access without deleting them. Activate gives it back.
- Set as Manager, and the same for each other role, changes their role. A check mark shows the current one.
- Remove from org takes them out of the organization after a confirmation. This can't be undone.
Administrators can manage Managers and Caretakers only. Only an Owner can change or remove an Owner or an Administrator. An organization always keeps at least one active Owner, so the last one can't be demoted, suspended or removed.
Common problems
The person never got the invitation
Check the address or number on their row. A typo or a missing country code sends the invitation somewhere else. Revoke it and invite them again with the right one.
The role I want isn't in the list
You only see roles at your own level or below, and only an Owner can hand out the Owner or Administrator role. Ask an Owner to invite the person.
They say the invitation link doesn't work
Invitation links don't stay valid forever. Invite the same person again: if they are still Pending or declined, they get a fresh link.
I can't change someone's role or remove them
Only an Owner can touch an Owner or Administrator, and only Owners and Administrators can manage members at all. If this is the last active Owner, add another Owner first.
Should I suspend or remove someone?
Suspend if the person may come back: you can reactivate them later. Remove if they are gone for good. Removing them can't be undone, but you can invite them again.