Invitation & Users

Overview

User management in TestKase starts at the organization level. You invite users to your organization by email, assign them a role, and — when you invite them to Test Management — grant them access to specific projects right on the invitation form. This centralized approach means you manage your team roster in one place, and you no longer need a second trip to each project to set up access.

Members are managed from the sidebar under Organization → Members. Only the Organization Owner and Organization Admins can send invitations.

Invite Users

Step-by-Step Invitation Flow

1. Open the sidebar → Organization → Members.
2. In the Email box, type one address — or several, separated by commas.
3. In Product Access & Roles, tick each product the person should get, and pick their organization role — Member or Admin — from the dropdown on that row. Each row also shows the seat usage for that product (2/3 used, or Unlimited).
4. Choosing Admin ticks and locks every product: admins always have access to everything.
5. If you tick Test Management, a Project access popup opens so you can choose which projects the person can open. Pick an access level per project — No Access, Project Admin, User, or Guest — and different projects can have different levels. Use Set all to… to apply one level to every project at once, or Clear all to reset them. This step is optional; you can reopen it any time from the Choose project access button, which shows how many projects you have selected.
6. Click Send Invite. An email invitation is dispatched immediately.

Granting project access on the invitation is optional. Any projects you set are applied automatically when the person accepts — no second trip to each project needed. You can still grant or change project access later from the project's Manage members dialog, and one invitation email is sent per person listing all of their projects, however many you choose.

What the invited user sees

The invitation email links to an acceptance page that names your organization and the products being granted. What happens next depends on the invitee:

• Not signed in, no TestKase account — they see Create account to accept, sign up, and land back on the acceptance page.
• Not signed in, existing account — they see Sign in to accept.
• Signed in with a different email — the page tells them the invitation is for another address and asks them to sign out and use the right account.
• Signed in with the invited address — they click Accept Invitation.

Nobody is added to your organization silently. The invitee always has to click Accept Invitation.

Pending Invitations

Invitations appear in the same Members table as accepted users. Use the status filter to show only Pending ones. From there you can:

• View status — See whether an invitation is still pending or has been accepted.
• Resend invitation — Re-send the email if the original was missed or expired.
• Remove — Revoke a pending invitation before it is accepted.

The Members table

The Members table (sidebar → Organization → Members) is the complete view of everyone in your organization. From here you can:

• View all organization users — See every member's name, email, role, status, and date joined.
• Search by email — Quickly find a specific user by typing their email address.
• Filter by status — Narrow the list to accepted members or pending invitations.
• Manage roles and product access — Change a user's organization role and which products they can use.

Changing a User's Role

1. Find the user in the member list.
2. Click the role dropdown next to their name.
3. Select the new role. The change takes effect immediately across all projects.

Removing a User

1. Find the user in the member list.
2. Click the Remove button or the options menu → Remove User.
3. Confirm the removal.

When a user is removed:

• Access revoked — The user loses access to all projects immediately.
• Data preserved — All artifacts they created remain intact and attributed to their account.
• Re-invitation possible — You can re-invite the user at any time with a new role.

Next Steps

• User Permissions — Configure role-based access control and granular permissions per project.
• Profile & Password — Update your own account details.