Inviting Organization Members

Overview

Inviting users to your Thalassa Cloud organisation is the first step in building your team. The invitation process lets you control who can access your organisation’s resources. When you invite someone, they receive an email with a link to join your organisation.

The invitation process ensures secure onboarding. You can assign roles when inviting members, so they get the right permissions from the start. Invitations expire after a set time to keep your organisation secure.

How Invitations Work

When you invite someone to your organisation, they receive an email with an invitation link. The email tells them:

• Which organisation they’re being invited to
• What role they’ll be assigned
• When the invitation expires

The invited user must accept the invitation to join. They can accept through the Thalassa Cloud console. If they don’t have an account yet, they’ll be prompted to create one.

Once they accept, they’re automatically added to your organisation with the role you specified. They can then access resources based on their permissions.

Inviting Members

Invitation Email

When you send an invitation, the user receives an email containing:

• Information about your organisation
• Details about the role they’ll be assigned
• A clear expiration notice showing when the invitation expires
• A link to accept the invitation

The invitation email is sent from Thalassa Cloud. Users should check their spam or junk folders if they don’t receive it.

Accepting Invitations

When users receive an invitation, they must accept it to join your organisation. Here’s what happens when they accept:

Step 1: Create Account (if needed)

If the user doesn’t have a Thalassa Cloud account, they’ll be prompted to create one. They can use the email address you invited them with, or a different email address if they prefer.

Step 2: Verify Email

If email verification is required, the user must verify their email address. This helps ensure the invitation goes to the right person.

Step 3: Accept Invitation

The user must explicitly accept the invitation through the Thalassa Cloud console. They can do this by:

1. Logging into the Thalassa Cloud console
2. Going to their dashboard
3. Finding the invitation and clicking “Accept”

Once they accept, they’re automatically added to your organisation.

Step 4: Post-Acceptance

After accepting the invitation:

• The user is automatically assigned the role you specified during invitation
• They can now access resources based on their assigned permissions
• They receive a welcome email with next steps and resources

Managing Invitations

After sending invitations, you can manage them in the IAM section. Organisation administrators can view, resend, and cancel invitations.

Viewing Pending Invitations

You can view all pending invitations in the IAM section:

1. Go to IAM in your organisation dashboard
2. Click on “Invitations” or “Pending Invitations”
3. See all outstanding invitations with their status and expiration dates

This helps you track who has been invited and who hasn’t accepted yet.

Resending Invitations

If an invitation hasn’t been received or has expired, you can resend it:

1. Go to the pending invitations list
2. Find the invitation you want to resend
3. Click “Resend” or “Resend Invitation”

The user will receive a new invitation email with a new expiration date.

Canceling Invitations

If an invitation is no longer needed, you can cancel it:

1. Go to the pending invitations list
2. Find the invitation you want to cancel
3. Click “Cancel” or “Revoke”
4. Confirm the cancellation

Cancelled invitations can no longer be accepted. If you need to invite the user again, you’ll need to send a new invitation.

Invitation Expiration

Invitations expire after a set period to keep your organisation secure. By default, invitations expire 7 days after they’re sent. You can configure custom expiration periods for different scenarios.

When an invitation expires:

• The invitation link stops working
• The user can no longer accept the invitation
• Expired invitations are automatically removed from the pending list

Users receive reminder emails before invitations expire. If an invitation expires, you can resend it to give the user more time.

Expired invitations are automatically cleaned up, so your pending invitations list stays clean.

Best Practices

Follow these best practices when inviting members:

Invitation Process

• Verify email addresses before sending invitations. Typos can cause delays
• Assign appropriate initial roles. You can change roles later, but starting with the right permissions is better
• Send invitations with context. Let people know why they’re being invited and what they’ll be working on

Role Assignment

• Follow the principle of least privilege. Only give new members the permissions they need
• Start with basic roles and add more permissions as needed
• Review role assignments regularly to ensure they’re still appropriate

Invitation Management

• Track pending invitations regularly. Follow up if invitations aren’t accepted
• Resend invitations if they expire or aren’t received
• Cancel invitations that are no longer needed to keep your list clean

Security

• Use appropriate expiration periods. Don’t make them too long
• Verify that users accept invitations using the correct email address
• Review who has access to your organisation regularly

Troubleshooting

Invitation Not Received

If an invited user doesn’t receive the invitation email:

1. Check spam or junk folders. Invitation emails sometimes end up there
2. Verify the email address is correct. It must match the email they use for their Thalassa Cloud account
3. Resend the invitation if necessary
4. Check if your organisation has email delivery restrictions

Invitation Expired

If an invitation expires before the user accepts it:

1. Resend the invitation to give them more time
2. Consider extending expiration periods for important invitations
3. Check if the user needs help accepting the invitation

User Cannot Accept Invitation

If a user can’t accept an invitation:

1. Check if they have browser restrictions or pop-up blockers
2. Verify their email verification status. They may need to verify their email first
3. Verify the invitation was sent to the same email as their user account
4. Check if they’re already a member of the organisation
5. Ensure they’re using the correct link from the invitation email

Role Assignment Issues

If a user doesn’t have the expected permissions after accepting:

1. Review the role assigned during invitation
2. Check if the role has the necessary permissions
3. Verify the role is still assigned to the user
4. Consider adjusting role assignments if needed
5. Check if there are resource scopes that restrict access

User Already a Member

If you try to invite someone who’s already a member:

1. Check if they’re already in your organisation
2. If they left, you may need to re-invite them
3. Verify you’re sending the invitation to the correct organisation

Related Documentation

• Managing Teams: Organise members into teams after they join
• RBAC Roles: Learn how to configure roles and permissions
• Service Accounts: Set up automated access for systems