Inviting and managing members

Admins manage the people in their organisation from the Users tab of the admin workspace. Everyone is added by an admin; there is no self-sign-up.

Who can do this

Only members with the Admin role. See Roles and permissions.

The Users tab

The Users tab lists your organisation’s members in two segments:

• Active users: everyone who currently has access.
• Archived users: members whose access was revoked. You can restore or permanently delete them from here.

Each row shows the member’s name, email, role, status and app access. Members who have been added but have never signed in are marked as pending.

Add a member

1. Open Users and select Provision User in the admin header.
2. Enter the person’s Name and Email.
3. Choose a Role. See Choosing a role below.
4. Leave Status as Active so they can work straight away.
5. Under App Access, tick every app they work on. (Admins automatically have access to every app in the organisation, so this section is hidden for them.)
6. For a Tester, under Assign to Groups, tick the tester groups they belong to. Only groups in the apps you ticked are offered.
7. Note the generated Initial Password.
8. Save. The User Provisioned Successfully dialog shows the email and initial password. Copy or share them securely with the new member, and ask them to keep the password private.

Caution

Share initial passwords through a private channel. During the same browser session you can reveal the password again from the member’s details after re-entering your own admin password, but it isn’t stored anywhere else for you to retrieve later.

Adding someone who already uses QA Sync

If the email already has a QA Sync login because the person belongs to another organisation, they keep their existing password. Adding them gives them a new membership in your organisation with the role you choose, and they can switch to your organisation after signing in.

Choosing a role

Choose	When the person should…
Admin	manage members, the product structure and releases for the whole organisation.
Product Manager	follow portfolio, roadmap and releases, and give product manager approval.
Developer	deliver tasks and triage issue reports.
Tester	run QA on staging tasks and request missing coverage.
UI Designer	follow releases and history and leave design comments.
Client	follow release progress and leave feedback as comments.
Viewer	see progress only.

Every role except Admin needs app access; without it the person’s workspace is empty. Testers also need at least one tester group.

Change a member’s role or access

1. In Users, find the member and select Edit user access (pencil icon).
2. Change the role, status, app access or groups.
3. Save.

Changes take effect the next time the member loads their workspace. Changing someone’s role moves them to a different workspace.

When you remove app access, QA Sync also removes tester groups that belong to those apps.

View a member’s details

Select View user details (eye icon) to see name, email, role, status, account state (signed up or pending), apps, groups and the member’s legacy user ID.

Deactivate, revoke, restore and delete

Action	Effect	Reversible?
Set Status to Inactive	The member can still sign in but sees Access Pending.	Yes: set back to Active.
Revoke access	Moves the member to Archived users and blocks access.	Yes: Restore from archived users.
Restore	Moves an archived member back to Active users.	—
Delete permanently (archived only)	Removes the member from your organisation for good. Their submissions and task requests in your organisation may be removed too. Their login and any memberships in other organisations aren’t affected.	No.

Danger

Delete permanently can’t be undone and may remove the member’s QA submissions and task requests. Prefer Revoke access for people who leave; their history stays intact.

The current signed-in admin can’t revoke or delete their own account.

Good practice

• Keep at least two Admins so the organisation is never locked out.
• Review roles whenever someone changes team.
• Revoke access on the day someone leaves.
• Every change on this tab is recorded in the Audit log.