Invite people so they can sign in to your organization. Choose the roles and departments each person needs for their work, then review their access when responsibilities change. You manage access to your organization; their personal FTE Tree account remains separate.

Give every person an individual account so approvals, conversation messages, imports, and activity remain attributable.

Before you begin

You need the Manage members permission. To assign roles, you also need Assign access and approval to give those roles to the intended person in the selected departments. Invitation changes require the current administrative MFA check. Membership and role changes use verification within the previous 10 minutes; administrator appointments and personal access changes also require a reason.

Before inviting someone

Confirm:

  • The person’s exact email address.
  • The person’s name and optional job title as they should appear in this organization.
  • Whether the organization’s email policy allows that domain.
  • The roles needed for the person’s responsibilities.
  • All departments or the specific departments the person needs.
  • Whether company sign-in is required.
  • Whether the organization requires FTE Tree MFA for standard access and whether the person has a working passkey or authenticator app.
  • Whether the invitation should start immediately or on a scheduled date.

A blank department selection grants no department access. It never means all departments.

If company sign-in is required, every invited person must be able to use that exact service. A guest, contractor, emergency account, or other person outside the service cannot enter by using an authenticator app instead. Add the person to the company service before requiring it, or use an approved organization access plan that does not require that service. Provider MFA and FTE Tree MFA remain separate.

Send an invitation

  1. Open the invitation list.
  2. Select Invite user.
  3. Enter the person’s name, optional job title, and email address.
  4. Choose one or more access roles.
  5. Choose department access when the role requires it.
  6. Set availability dates when needed.
  7. Review the summary.
  8. Submit and complete MFA if prompted.

Choose Invite without access roles only when the person should join before responsibilities are known. After acceptance, areas that require an access role remain unavailable until someone who can assign access grants one.

An invitation cannot appoint an Organization administrator. After the person accepts, use Assign organization administrator, verify with MFA, and record the reason.

Review invitation status

An invitation can be:

  • Scheduled.
  • Active.
  • Expired.
  • Canceled.
  • Accepted.
  • Blocked by a changed role or policy.

Use Resend invitation email for an active invitation. FTE Tree sends the initial email once and does not send automatic invitation reminders. An invitation with a future start date waits until that date before its initial email can be sent. Update the invitation when its roles or dates should change. Cancel it when it should no longer be accepted; cancellation preserves history.

If the address is wrong, cancel the invitation and send a new one. The recipient must accept with the same verified email.

What happens on acceptance

The job title, selected roles, and departments become part of the membership when the recipient accepts, so their first organization visit has the intended identity and access. A job title helps distinguish people in user and approval lists; it does not grant access.

Acceptance is blocked when a selected role is no longer available, its reviewed permissions or department coverage changed, or the verified email no longer meets the current policy. The person who last reviewed the invitation must still be active and authorized to grant its access when it is accepted.

If their assignment authority expires or is revoked, a currently authorized administrator or delegate must review and save the invitation again. This also applies to invitations without access roles. Previously accepted access remains until its own assignments expire or are revoked.

If company sign-in is required, invitation acceptance does not bypass it.

Manage an existing user

Open the user list and select the membership to:

  • Review the roles and departments that currently provide access.
  • Add or remove role assignments.
  • Review membership activity and history.
  • Update the optional job title shown with the person’s name in this organization.
  • Deactivate organization access.

Access changes take effect when the person next opens a page or takes an action. Each member manages their own email choices under Profile > Notifications; the user-access page does not change those preferences for another person.

To let this person manage other people’s access, an organization administrator can choose a role containing Assign access and complete Set up assignment limits on the same Edit user access page. Save both together, then review Roles this person can assign on the person’s Access roles tab.

These limits do not give the person the selected roles’ data access. Follow Allow another person to assign roles for the full setup and an example. For a new invitee, configure these limits after invitation acceptance.

Deactivate organization access

Use Deactivate access when the person should no longer enter this organization.

Deactivation:

  • Ends the active membership, role assignments, and authority to assign roles.
  • Keeps approvals, conversations, notifications, imports, and activity in history.
  • Does not deactivate the person’s FTE Tree account.
  • Does not affect other organizations.
  • Retains the membership for a fresh access review if the person returns.

You cannot deactivate your own organization access from this page. FTE Tree must retain an active, permanent Organization administrator appointment. Give another active member that appointment before handing over the final administrator responsibility.

Do not rename or reuse an old account for a new person.

Reactivate organization access

Open the inactive person’s membership and select Reactivate access. Choose the roles and department coverage they need now, or explicitly choose Reactivate without access roles, then submit the review. Reactivation does not restore the person’s previous roles or permission to assign roles to others. An organization administrator appointment must be explicitly selected and requires current MFA verification and a reason.

Reactivation does not enable a disabled personal account. Resolve the account issue before reactivating membership. Use this workflow for an existing member instead of sending another invitation.

Review user access

Run the Access Review report:

  • After inviting a group of users.
  • After changing the department hierarchy.
  • After changing compensation, security, billing, or user access.
  • Before a formal access review.

The report keeps name, job title, and email in separate columns so reviewers can identify people without treating the title as an access role.

A No department access entry grants no department access. Correct it by selecting specific departments or All departments.

Keep administrative access available

The organization creator receives three assignments: Organization administrator, Organization operations administrator, and Full workforce and financial access for All departments. There is no permanent owner privilege reserved for the creator. Before removing an administrator, give the needed responsibilities to another active person. FTE Tree protects the critical access needed to continue managing access and security. Contact support if no remaining administrator can make the required change.

Optional practice: invite the people who will do the walkthrough

For exercises that change records, use a separate practice organization and complete the preparation below.

Practice steps and checks
  1. Invite the requester and reviewer to Evergreen using their intended email addresses.
  2. Give each the appropriate role and access to Outpatient Services.
  3. Have each person accept the invitation through their own account.
  4. Ask them to check the organization name in the header.
  5. Have the requester create a draft and the reviewer open the assigned request.

The reviewer should be a different person from the requester. A person learning position work does not need employee-pay access.

Try invitation corrections or membership deactivation on a separate practice user. Deactivating a sign-in user does not end Avery’s employee assignment. Review roles and department access next.