---
title: "Manage your team"
description: "For owners. Invite colleagues to the portal, give them roles directly or through groups, make your own roles, and pause or remove someone's access."
url: "https://support.outpostplatform.com/portal-guide/manage-your-team/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "Client portal owners. People: Invite someone with roles (7-day link); a person's page: Save roles, Resend invitation, Pause access, Restore access, Remove access. Ready-made roles Owner, Billing, Approver, IT contact, Read only; New role; Groups give roles to several people. Nobody grants more than they hold, edits their own roles, or removes the only owner."
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/portal-guide/manage-your-team.md"
license: "CC BY 4.0"
---

# Manage your team

Owners in your organization decide who can use the portal and what each
person can do. This page covers inviting people, roles, groups, and ending
someone's access. It is for people with **Manage users and roles**, which the
**Owner** role has.

Your IT provider sets limits on what anyone in your organization can do. A
permission outside those limits shows as not allowed, and no role can give
it.

## Invite someone

1. Select **People**, then **Invite someone**.
2. Enter their **Name** and **Work email**.
3. Under **Roles**, tick what they should be able to do. Without a role they
   can see only the home page. You can change this later.
4. Optionally, under **Linked user**, find the person in your IT provider's
   records this login belongs to. Remote access to "the devices assigned to
   them" reaches that person's devices. Search matches the start of a word.
   Left empty, the portal links them on its own when exactly one person in
   those records has their email address.
5. Select **Send invitation**.

They get an email with a link that works for 7 days. If the link expires,
open their page and select **Resend invitation**.

## Choose a role

Every organization starts with five roles:

| Role | Can |
| --- | --- |
| **Owner** | Everything in the portal, including people, roles, and remote access. |
| **Billing** | See and pay invoices, manage payment methods and automatic payments, and see the next bill and quotes. |
| **Approver** | Accept quotes and milestones, and answer approval requests. |
| **IT contact** | Work with tickets, devices, reports, remote access, and starters and leavers. |
| **Read only** | See everything there is to see, and change nothing. |

## Change someone's roles

1. Select **People**, then the person.
2. Under **Roles**, tick or clear roles. Roles they get through a group are
   listed under **Also through groups**.
3. Select **Save roles**.

**What they can do** on the person's page lists their permissions. **Linked
user** shows who they are in your IT provider's records, and lets you change
it.

## Make your own role

1. Select **Roles**, then **New role**.
2. Enter a **Name** and **Description**.
3. Under **Permissions**, tick what people with this role can do. Some
   permissions include others, which tick on their own.
4. Select **Create role**.

The **Owner** role always has every permission and cannot be changed. You can
change the other ready-made roles, but not delete them.

## Use groups

A group gives the same roles to several people, so a new starter only needs
to join it. It suits a team, an office, or a department.

1. Select **Groups**, then **New group**.
2. Enter a **Name** and **Description**.
3. Under **People**, tick who is in it. Under **Roles**, tick what they get.
4. Select **Create group**.

A group kept in step with your organization's directory, such as Microsoft
Entra or Google Workspace, says so. Its members change in the directory, not
in the portal.

## Pause or remove someone's access

On the person's page:

- **Pause access** stops them signing in until you select **Restore access**.
  Any remote access they had ends.
- **Remove access** ends their access to this organization. They can no
  longer sign in to it, and any remote access they had ends.

When someone leaves, a leaver request does this for you on their last day and
tells your IT provider. See [Report starters and leavers](/portal-guide/starters-and-leavers/).

## What you cannot do

To keep your organization safe, the portal does not let anyone:

- give a role, or make a role, with more than they can do themselves,
- give themselves a role (another owner has to), or
- pause or remove the only owner. Make someone else an owner first.

## Next steps

- [Connect to your computers](/portal-guide/remote-access/)
- [Check the activity log](/portal-guide/activity-log/)