Documentation / Getting started
Invite your team
In short: As an Account admin, you invite colleagues via Account > Users. You enter a username, email address and role; the colleague receives an email with a personal activation link to set a password. You then decide on the user’s detail page which organisations the colleague has access to.
Where to find this
Go to Account > Users and click Create new user in the top right. The Invite a team member dialogue opens.
Who: only the Account admin role. Users belong to the account and are the same people in all organisations of the account. Without the Account admin role, you see an empty page under Users with no button to create anyone.
The Account > Users overview with the Username, Email, Role and Shops columns, the search field and the Create new user button.
Inviting a colleague
- Go to Account > Users.
- Click Create new user. The Invite a team member dialogue appears with the explanation “Give someone secure access to aishaa.”
- Fill in the fields (see the table below).
- Click Send invitation.
- After sending, aishaa immediately opens the new user’s detail page. Set up the organisation access there (see further below).
| Field | Rules |
|---|---|
| Username | Required. 2 to 64 characters, letters, numbers and spaces only. Explanation in the dialogue: “Use the name colleagues will recognise in aishaa.” The username must be unique within the account and cannot be changed later. |
| Required, a valid email address. The invitation and the activation link are sent here. The address must not already be known to aishaa and cannot be changed later. | |
| Role | Choice of Viewer, Agent, Team lead, Organisation admin and Account admin. Default Agent. You can read what each role can do in Roles and permissions. |
The dialogue does not close with Escape or by clicking outside it; use Cancel to stop.
The Invite a team member dialogue under Account > Users with the Username, Email and Role fields and the Send invitation button.
Messages in the dialogue
| Message | Meaning |
|---|---|
| This email address can’t be used for a new account. Check the address or contact support. | An aishaa user with this email address already exists, even if that user is in a different account. |
| This username isn’t available. Choose another username. | The username is already in use. |
| Use letters, numbers and spaces only. | The username contains other characters. |
| Use between 2 and 64 characters. | The username is too short or too long. |
| Enter a valid email address. | The email address is invalid. |
| We couldn’t send the invitation. Check the details and try again. | Unexpected error while sending. Try again. |
What the colleague receives
The colleague receives an email with the subject You’re invited to aishaa at (organisation name) and the heading Welcome to aishaa. With the Activate account button, the colleague sets a personal password and can then sign in with their email address and password. The email is in the language of the organisation in which you sent the invitation; that language also becomes the colleague’s starting language in aishaa.
The activation link is personal. For signing in, see Signing in and password.
Setting up organisation access and role
After inviting, you are on the user’s detail page (Account > Users, open the user). All changes on this page are saved immediately.
- Under Account details, check the Account-wide role and adjust it if necessary. You see the confirmation User role is updated.
- Under Organisation access, tick the organisations in which the colleague may work. The organisation in which you sent the invitation is already ticked. You see the confirmation Organisation access updated.
- If your account has several organisations and the colleague needs more permissions in one organisation than elsewhere, choose a different role under Roles per organisation. By default, every organisation is set to Follow account-wide role.
For an Account admin you do not need to tick any access: that role always has access to all organisations in the account.
The user overview
The Account > Users overview shows, per user:
| Column | Content |
|---|---|
| Username | The name in aishaa. Sortable. |
| The email address. Sortable. | |
| Role | The account-wide role, with the label Custom per organisation if different roles have been set per organisation. |
| Shops | Only visible in accounts with more than one organisation. Shows All shops or a label per organisation. |
With the Search field you filter by name or email address. You open a user by clicking the row. At the top of the detail page is the Back to team link.
Removing a user
If you want to remove someone’s access to aishaa, open the user and go to the Remove from team card at the bottom of the page. The explanation reads: “The user will no longer be able to sign in or access any organisation in this account. This action cannot be undone.” Confirm in the dialogue. You then see the message User (name) is deleted.
Tickets, messages and notes created by the removed user are kept and continue to show the user’s name.
Inviting from the onboarding
If you created the workspace, you can also invite colleagues in the conversation with aishaa on the Get started screen, at the Colleagues on board step. You enter a Name and Email address for each colleague (with + Someone else, up to ten at a time) and click Invite. Everyone gets the same invitation email, the Agent role and access to the organisation you are working in. Then adjust the role via Account > Users. An invitation via Account > Users also turns the Colleagues on board step in the onboarding green. See Setting up aishaa with the onboarding.
Good to know
- An invitation cannot be sent again; there is no “invitation pending” status and no button to send the email again. If the link is lost, the colleague can set a new password via the sign-in screen using the invited email address.
- There is no way to deactivate a user temporarily. Removing is the only way to revoke access. If you want to give someone access again later, you invite that person again; a new user is then created.
- Username and email address cannot be changed after they have been created, not even by an Account admin.
- There is no limit on the number of users in aishaa.
- You cannot invite someone with an email address that already has an aishaa account, not even if that account belongs to a different company. Each email address belongs to exactly one aishaa user.